Resident Handbook
Academic Year
2016-2017
TABLE OF CONTENTS
INTRODUCTION ............................................................................................................................................................ 7
COMMUNITY STANDARDS .......................................................................................................................................... 7
COMPLIANCE...…………………………………………………………………………………………………........................8
MISSION, VISION AND CORE VALUES ...................................................................................................................... 8
Mission ....................................................................................................................................................................... 8
Vision ......................................................................................................................................................................... 8
Core Values ............................................................................................................................................................... 8
SPECIAL HOUSING NEEDS………………………………………………………………………………………………….…9
Service Animals ......................................................................................................................................................... 9
Emotional Support (or Assistance) Animals ............................................................................................................... 9
OBLIGATION OF RESIDENTS ..................................................................................................................................... 9
Conditions of Housing Contract ............................................................................................................................... 10
Housing Deposit ....................................................................................................................................................... 10
Renewal of Housing Contract for the Next Year ...................................................................................................... 10
Check-In ................................................................................................................................................................... 10
UTSA Move-In Condition Report ............................................................................................................................. 11
Room Key Card ....................................................................................................................................................... 11
Check-Out ................................................................................................................................................................ 11
Move-Out Instructions .............................................................................................................................................. 12
Room Consolidation ................................................................................................................................................. 14
Roommate Mediation ............................................................................................................................................... 14
Resident Room Changes ......................................................................................................................................... 15
Administrative Room Change/Eviction ..................................................................................................................... 15
Moving to Another On-Campus Housing Facility ..................................................................................................... 15
Housing Contract Cancellation ................................................................................................................................ 16
Cancellation Before the Start of the Contract Period ............................................................................................... 16
Cancellation During the Contract Period .................................................................................................................. 17
Abandoned Property ................................................................................................................................................ 18
MAINTENANCE ISSUES ............................................................................................................................................. 18
Maintenance Requests ............................................................................................................................................ 18
Emergency Work Orders ......................................................................................................................................... 18
Cleaning ................................................................................................................................................................... 19
Unit Inspections ....................................................................................................................................................... 19
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Chaparral Village Resident Card Access ................................................................................................................. 20
Laurel Village Resident Card Access ....................................................................................................................... 21
DEPARTMENT POLICIES AND PROCEDURES FOR RESIDENTS ......................................................................... 21
Access Cards and Building Access Procedures ...................................................................................................... 21
Advertising ............................................................................................................................................................... 22
Alcohol ..................................................................................................................................................................... 23
Appliances ............................................................................................................................................................... 24
Aquariums ................................................................................................................................................................ 24
Assault ..................................................................................................................................................................... 24
Balconies and Stairwells .......................................................................................................................................... 24
Bicycles, Hoverboards and Skateboards ................................................................................................................. 24
Cleanliness .............................................................................................................................................................. 25
Cohabitation ............................................................................................................................................................. 25
Common Areas ........................................................................................................................................................ 25
Communication ........................................................................................................................................................ 25
Conduct .................................................................................................................................................................... 26
Confiscation ............................................................................................................................................................. 26
Cooperation with University Officials ....................................................................................................................... 26
Damage/Vandalism Charges ................................................................................................................................... 26
Decorations .............................................................................................................................................................. 27
Drugs ....................................................................................................................................................................... 27
Electrical Outlets ...................................................................................................................................................... 28
Emergency Devices ................................................................................................................................................. 28
Failure to Comply ..................................................................................................................................................... 28
Flammable Materials, Candles, and Incense ........................................................................................................... 28
For Profit Businesses ............................................................................................................................................... 29
Furniture ................................................................................................................................................................... 29
Gambling .................................................................................................................................................................. 29
Guests and Visitors .................................................................................................................................................. 29
Hazing/Harassment ................................................................................................................................................. 30
Lighting .................................................................................................................................................................... 30
Lockout Procedures ................................................................................................................................................. 30
Mail Services and Delivery ....................................................................................................................................... 30
Medical Quarantine .................................................................................................................................................. 31
Motorcycles .............................................................................................................................................................. 31
Musical Instruments ................................................................................................................................................. 31
Parent Notification .................................................................................................................................................... 31
Resident Parking ...................................................................................................................................................... 31
Permit Requirements ................................................................................................................................................ 31
Visitor Parking .......................................................................................................................................................... 32
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Pets .......................................................................................................................................................................... 32
Posting Policy .......................................................................................................................................................... 32
Public Areas ............................................................................................................................................................. 32
Public Area Cleaning ............................................................................................................................................... 32
Quiet and Courtesy Hours ....................................................................................................................................... 33
Release and Consent for Use of Image ................................................................................................................... 33
Renter’s Insurance ................................................................................................................................................... 33
Room Entry .............................................................................................................................................................. 34
Room Responsibility ................................................................................................................................................ 34
Routers .................................................................................................................................................................... 34
Satellite Dishes ........................................................................................................................................................ 34
Sexual Assault ......................................................................................................................................................... 34
Smoking ................................................................................................................................................................... 35
Solicitation ................................................................................................................................................................ 35
Storage .................................................................................................................................................................... 35
Theft ......................................................................................................................................................................... 36
Trash ........................................................................................................................................................................ 36
UTSA ID Cards ........................................................................................................................................................ 36
Vacate/Removal Procedures ................................................................................................................................... 36
Verbal and/or Physical Abuse .................................................................................................................................. 37
Visitation Hours ........................................................................................................................................................ 37
Visitor Permits .......................................................................................................................................................... 38
Water Furniture/Water Toys ..................................................................................................................................... 38
WiFi .......................................................................................................................................................................... 38
Weapons .................................................................................................................................................................. 38
Windows and Screens ............................................................................................................................................. 38
Withdrawals ............................................................................................................................................................. 39
STUDENT JUDICIAL PROCESSES ........................................................................................................................... 39
Overview of Student Conduct and Community Standards Process ......................................................................... 39
Overview of the Housing and Residence Life Disciplinary Process ......................................................................... 40
Reporting Incidents .................................................................................................................................................. 40
Sanctions ................................................................................................................................................................. 40
What is a Housing Disciplinary Charge? .................................................................................................................. 41
Where Will the Meeting be Held? ............................................................................................................................ 41
What Rights Do I Have in the Meeting with Housing? ............................................................................................. 41
Can I appeal the Decision of a Housing Meeting? ................................................................................................... 41
SAFETY ....................................................................................................................................................................... 41
Emergency Phones (Blue Light Phones) ................................................................................................................. 42
Fire Alarms ............................................................................................................................................................... 42
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Fire Equipment ......................................................................................................................................................... 42
Fire Evacuation ........................................................................................................................................................ 42
Avoid Fire Hazards .................................................................................................................................................. 43
Hazardous Materials ................................................................................................................................................ 44
Protecting Personal Property ................................................................................................................................... 44
Safety Escorts .......................................................................................................................................................... 45
Self-Protection ......................................................................................................................................................... 45
SERVICES AND AMENITIES ...................................................................................................................................... 46
Barrier-Free Living ................................................................................................................................................... 46
Basketball Court ....................................................................................................................................................... 46
Cable Television ...................................................................................................................................................... 46
Campus Dining Services and Meal Plan Conditions ................................................................................................ 46
Meal Plan Cancellation in the Event of Withdrawal from University Housing .......................................................... 47
Computer Labs ........................................................................................................................................................ 47
Computer Usage ...................................................................................................................................................... 48
Ethernet ................................................................................................................................................................... 48
Front Desk Hours ..................................................................................................................................................... 48
Kitchen Facilities ...................................................................................................................................................... 49
Laundry Facilities ..................................................................................................................................................... 49
Maintenance and Housekeeping ............................................................................................................................. 49
Office Hours ............................................................................................................................................................. 49
On-Site Staff ............................................................................................................................................................ 49
Over Occupancy ...................................................................................................................................................... 50
Parking ..................................................................................................................................................................... 50
Pest Control ............................................................................................................................................................. 50
Swimming Pool ........................................................................................................................................................ 51
Vending Machines ................................................................................................................................................... 51
INVOLVEMENT ........................................................................................................................................................... 51
Directory of Student Organizations .......................................................................................................................... 51
Residence Hall Association ..................................................................................................................................... 51
Department Phone Numbers ................................................................................................................................... 52
COMMUNITY EMERGENCY RESPONSE GUIDE ...................................................................................................... 52
Gunfire/Shooters/Hostage ....................................................................................................................................... 52
Menacing Behavior .................................................................................................................................................. 53
Evacuation of Mobility Impaired ............................................................................................................................... 53
Assisting the Blind/Visually Impaired ....................................................................................................................... 53
Assisting the Deaf/Hearing Impaired ........................................................................................................................ 54
Assisting Non-Ambulatory Individuals ...................................................................................................................... 54
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Fire or Explosion ...................................................................................................................................................... 54
Fire ........................................................................................................................................................................... 54
Explosion .................................................................................................................................................................. 55
Hazardous Materials ................................................................................................................................................ 55
General Instructions ................................................................................................................................................. 55
Chemical Spills ......................................................................................................................................................... 55
Radioactive Materials ............................................................................................................................................... 56
Medical Emergencies/Ambulances .......................................................................................................................... 56
Severe Weather ....................................................................................................................................................... 56
Floods....................................................................................................................................................................... 56
Weather Closing Information .................................................................................................................................... 57
Tornado/Severe Thunderstorms .............................................................................................................................. 57
Shelter in Place ........................................................................................................................................................ 58
Suspicious Mail or Packages ................................................................................................................................... 58
Threats (Bomb, Physical, Terrorist) ......................................................................................................................... 59
Bomb Threat............................................................................................................................................................. 59
Physical Threat......................................................................................................................................................... 59
Terrorism/Terrorist Threats ...................................................................................................................................... 60
UTILITY FAILURE OR WATER CONTAMINATION ................................................................................................... 60
Utility Failure ............................................................................................................................................................ 60
Electrical Outage ...................................................................................................................................................... 60
Gas Leak/Unusual Odors ......................................................................................................................................... 60
Flooding/Plumbing Failure........................................................................................................................................ 60
Water Contamination................................................................................................................................................ 61
AFTER THE EMERGENCY ......................................................................................................................................... 61
Damage to Your Building ......................................................................................................................................... 61
How to Report a Crime ............................................................................................................................................ 61
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
The University of Texas at San Antonio
Office of Housing and Residence Life
Resident Handbook
Introduction
Welcome to UTSA! You made a great decision to live on campus. In doing so, you increased your chance
for academic success and became a member of a select community of neighbors—from different cities,
states, and countries, with one common bond - UTSA! Living on campus allows you to closely connect and
interact with fellow students who come from diverse cultures with different viewpoints.
Campus living has many advantages, such as the convenient proximity to the library so you can use it
often; the freedom to talk longer with your professors, study with classmates, receive academic assistance,
access computers, and participate in programs and activities; and not having to worry about daily trips to
campus, preparing meals, cleaning dishes, or shopping for food.
The Office of Housing and Residence Life (HRL) at the University of Texas at San Antonio is committed to
helping you reach your academic and personal goals. Please let us know how we may assist you.
Feel free to contact the front desk of Chaparral Village (210) 458-6209, Laurel Village (210) 458-6200, or
Alvarez Hall (210) 458-8240, your Complex Coordinator, Resident Assistant, or the Office of Housing and
Residence Life at (210) 458-6200.
Community Standards
HRL seeks to foster the best in community living. In order for a community to function well, the people living
in the community must have a sense of ownership. As residents, we expect you to be involved in your
community. This involvement may include serving as a leader in the Residence Hall Association,
participating in activities and programs, creating a roommate agreement, or confronting unacceptable
behavior. We need you to stand up and take care of your environment. Remember, Roadrunners
Recognize, Choose and Act! Our community is only as good as the people living in it want it to be. There is
nothing better than living in a community where people have earned each other’s trust, hold each other
accountable, and have learned to live and laugh together.
In any community there are guidelines, policies, rules, and regulations that exist to protect the rights and
well-being of each member. You will find academic, racial, lifestyle, age, cultural, and interest differences,
as well as, similarities among its members. All members of the community should treat each other with
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
respect and dignity. Harassment and victimization of residents by fellow students will NOT be tolerated.
This type of behavior between residents will be confronted and addressed immediately.
Compliance
As a resident on campus, you are required to comply with and abide by the following terms and conditions:
the Residence Hall Contract (“Housing Contract”); and the UTSA Student Code of Conduct (SCC) located
in the UTSA Information Bulletin; the UTSA Handbook of Operating Procedures; the HRL Resident
Handbook; the Rules and Regulations of the Board of Regents of The University of Texas System; and all
other University rules, regulations and policies, which may now or in the future come into effect (individually
and collectively, the “University Regulations”).
In the event of a conflict between this HRL Resident Handbook (“Handbook”), and the Housing Contract,
the Housing Contract shall control to the extent of the conflict.
Mission
The Office of Housing & Residence Life fosters the development of the holistic student by creating
opportunities for academic, personal, and professional growth.
Vision
To be widely recognized as innovative leaders within the Housing and Residence Life profession.
Core Values
Dedicated to building an engaged residential community we embrace the following core values
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Sustainability
Accountability
Student-Centered Philosophy
Learning
Inclusion/Diversity
Collaboration
Empowerment
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Special Housing Needs
Students who feel they have a physical or emotional condition that may impact their room assignment are
required to notify the HRL. In some instances, HRL may be able to address the concern through standard
business practices. In the event that individual accommodation is required, students need to register with
Student Disability Services and submit a written request for accommodation. Refer to
http://utsa.edu/disability/ for detailed information and instructions. HRL provides accessible living for
residents with mobility impairments, including access to the City Centers and Neighborhood Centers.
Service Animals
Per Titles II and III of the Americans with Disabilities Act, the University allows a person with a disability to
be accompanied by a Service Animal which is by definition limited to dogs (or miniature horses). Service
Animals are defined as dogs (or miniature horses) that are individually trained to do work or perform tasks
for people with disabilities. Examples of such work or tasks include guiding people who are blind, alerting
people who are deaf, pulling a wheelchair, and alerting/protecting a person who is having a seizure. The
provision of emotional support, well-being, comfort, or companionship does not constitute work or tasks for
the purposes of defining a Service Animal. The work or task a dog (or miniature horse) has been trained to
provide must be directly related to the person’s disability. A student with a Service Animal(s) is permitted to
bring their Service Animal(s) in all areas of a place of public accommodation. This includes any University
Housing assigned to the student. Please contact HRL to discuss your housing needs.
Emotional Support (or Assistance) Animals
Per the Fair Housing Act, the University provides reasonable accommodations for an Emotional Support (or
Assistance) Animal in University Housing. An Emotional Support (or Assistance) Animal is an animal that is
necessary to afford a person with a disability an equal opportunity to use and enjoy a dwelling when there
is an identifiable relationship or nexus between the person’s disability and the assistance the animal
provides. Typically, an Emotional Support (or Assistance) Animal is prescribed to an individual with a
disability by a healthcare or mental health professional and is an integral part of a person's treatment
process. An Emotional Support (or Assistance) Animal is not necessarily a Service Animal, although in
some instances a Service Animal could qualify as one. Emotional Support (or Assistance) Animals are
allowed in all areas of the premises where persons are normally allowed to go, unless doing so would
impose an undue financial and administrative burden or would fundamentally alter the nature of the
University Housing services. Please contact Student Disability Services for information regarding any
accommodation needs.
Obligation of Residents
Residents are financially obligated for the entire period of the Meal Plan Contract and Housing Contract, as
further specified in such contracts.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Conditions of the Housing Contract
The Housing Contract is offered on the condition you are admitted to the University. The Housing Contract
does not guarantee you have been admitted to the University. Only the Office of Admissions can grant
admission to the University. You must be a student actively pursuing a degree at the University to be
eligible to live in University Housing. Registered Sex Offenders are prohibited from working or living in
University Housing and University Housing will not be provided to, or required of, any Registered Sex
Offenders. Registered Sex Offenders are prohibited from being within the living areas of University
Housing, including the University's Apartments.
Housing Deposit
Each applicant is required to submit a $300 payment with their housing application process. A $250.00
deposit accompanies the $50.00 housing application fee. The deposit serves as a
reservation/damage/room clearance deposit (“Deposit”). The Deposit will be refunded to you upon written
request after all monies owed by you to the University under the Housing Contract, or otherwise, have been
paid and all other obligations under the Housing Contract, including, without limitation, proper check-out
procedures, have been fulfilled. This typically occurs 45 business days after the end of the student’s
housing contract. If you owe the University monies, the Deposit will be credited in the following order: (1) to
any property and other damages associated with the Housing Contract; (2) to any fees including, without
limitation, an Improper Check-Out Charge (defined below) owed under the Housing Contract; (3) to any
outstanding charges owed under the Housing Contract; and (4) to any other outstanding debt owed to the
University.
Renewal of Housing Contract for the Next Year
All University Housing residents have the ability to renew a Housing Contract for the next academic year or
for a full year. Renewals take place online from mid-January through mid-March for the next academic and
full year. Residents will have priority over new, incoming students as long as they renew their Housing
Contract before mid-March. Information on renewals will be distributed by email mid-January.
Checking In
You may check in on the first day of the Housing Contract Period. If you fail to check in by 11:59 P.M. two
(2) days before classes begin, the University may terminate your housing contract unless you schedule a
late arrival date. Failure to check in on or before a scheduled arrival date will result in you being charged
the Liquidated Damages Charge. If you are permitted by the University to check in early, accept a room
card or place any belongings in a room, you are fully bound by the Housing Contract on the day you check
in or begin using the room. Occupancy during the approved early check in period will result in a room
charge equivalent to the daily room rate for each day before the first day of the housing contract period.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Transfers to another University Housing facility during the Housing Contract Period will be considered at
the sole discretion of the University. All request must be submitted in writing to HRL.
Move-In Condition Report
You will complete a UTSA Move-In Condition Report form when moving into your assigned room.
Imperfections, damages or missing items must be noted at this time to prevent a charge at check-out. The
form, once completed, is returned to the complex office for the area where you reside. You should retain a
copy of the form for your records. The Move-In Condition Report form must be returned within 24 hours
after move-in. This form will be used at the time of move-out to evaluate any damages that may have
occurred during your stay.
Room Key Card
You will use your UTSA ID Card to access your assigned room. The card is used to enter the front door, as
well as, the specific bedroom to which you are assigned. The card will not access other rooms. Operating
instructions to lock and unlock your door are outlined in the “Maintenance Issues” section of this handbook.
The UTSA ID Card is also used to enter the gates, the Neighborhood Centers, and the Computer Labs.
If you lose your ID card, you must purchase a replacement card from the UTSACard Office and bring it to
the front desk of your specific complex to be programmed for your individual unit. A temporary card may be
issued until a new UTSA ID Card can be purchased. A temporary card will be activated until the close of
business the next business day. Failure to return the temporary card to the front desk could result in a
$25.00 charge. If you lose your ID card after business hours, you should contact the Resident Assistant on
call to receive a temp key card for the night.
Checking Out
You must check-out by 12:00 noon the day following the last final examination during the Contract Period.
You will receive a Check-Out Instructions email prior to your move-out date. You may also obtain specific
instructions from the front desk of your complex. Failure to follow these procedures will result in a $50.00
“Improper Check-Out Charge.”
If you fail to follow the University’s check-out procedures by the last day of the Housing Contract Period or
within 24 hours after you withdraw from the University, you will be charged the Daily Room Rate plus you
will be assessed three (3) times the Daily Room Rate for each day until you follow such check-out
procedures or the University removes your property from the room. Further, you shall indemnify the
University and prospective residents for damages, costs and expenses arising out of or related to your
failure to complete a timely, proper check-out, including, without limitation, lost revenues, lodging expenses,
attorney fees and costs, and collection costs. If you graduate at the end of the spring semester and you
have made a proper request, you may stay in your assigned room without additional charge through the
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
date of the University commencement. To stay in your room through commencement, you must submit a
written request to HRL on or before 10 days prior to commencement. You must follow the Housing and
Residence Life check-out procedures by 12:00 noon the day following commencement, and if you fail to
check-out by such day, you will be charged the Daily Room Rate plus you will be assessed three (3) times
the Daily Room Rate for each day until you follow such check-out procedures or the Housing and
Residence Life removes your property from the room.
Students who withdraw from classes during the Housing Contract period are required to move-out within 48
hours of the official withdrawal from UTSA. If you voluntarily or involuntarily withdraw from the University
during the semester in which the cancellation occurs, you must cancel your Housing Contract within 24
hours of withdrawal by providing HRL notice in person or in writing to the address found in Section XVa of
the Housing Contract. When your withdrawal is confirmed by the Registrar, you must pay to the University
the Liquidated Damages Charge in addition to all charges accrued under the Housing Contract until you
check-out pursuant to Section VII of the Housing Contract if you fail to cancel.
Move-Out Instructions
All residents moving out of their assigned space in their particular complex must complete the move-out
process as outlined below:
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If you are moving out before the end date of the housing contract, you must complete an
Intent to Vacate form indicating the exact move-out date. HRL staff will review the
completed form and notify you of any complications regarding your intended move-out.
If you are moving out during the finals period at the end of date of the housing contract,
you must complete the Check-Out form during business hours. The Check-Out form
captures your move-out data, as well as other important end of contract information.
Forms are available at the HRL Office or the front desk of your University Housing facility. Please note the
Housing Contract period. You must move all your belongings out of your assigned space prior to officially
checking out. Residents moving out at the end of the housing contract provide their “intent to vacate”
during the renewal process.
Your living space, including bedroom, kitchen, living room, and bathroom, shall be clean and in good
condition at the time of check-out. For example:
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Sinks, showers and toilets should be cleaned and sanitized.
Cabinets and drawers should be emptied and wiped out as necessary.
Refrigerators and freezers should be emptied and cleaned.
Floors should be swept or vacuumed.
Furniture should be returned to its original configuration.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
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All trash and recycling should be removed from the unit and deposited in the appropriate
receptacles.
If a resident moves out prior to the other residents of that unit, residents can request to document the
condition of the common areas. An agreement between all the residents should be reached to determine
who is responsible for any damages or potential cleaning charges. If no agreement is reached or no
documentation exists to guide the decision-making process, charges will be divided between all residents
of the area. An incident report along with any necessary maintenance requests should be completed to
document check-out conditions or agreements between residents. Residents should notify the front desk of
their complex regarding the date of check-out and schedule a time the unit can be inspected.
Any time a resident changes a unit or moves out, the unit must be cleaned and inspected. If you fail to
follow the check-out procedures by the last day of the Housing Contract Period or within 24 hours after you
withdraw from the University, you will be charged the Daily Room Rate plus assessed three (3) times the
Daily Room Rate for each day until you follow such check-out procedures or HRL removes your property
from the room pursuant to Section XII of the Housing Contract. If you fail to move to a new location within
University Housing within 24 hours after the University has issued you authorization or direction to move,
you will be assessed three (3) times the Daily Room Rate for each day you remain in the room you have
been instructed to vacate.
HRL assigns rooms and roommates without regard to race, sexual orientation, religion, or national origin.
All units are single-gender assigned. Students with disabilities or other unique needs may request to make
reasonable changes. Such requests must be in writing and submitted to Student Disabilities Services.
Refer to http://utsa.edu/disability/ for detailed information regarding the process.
Should a vacancy occur during the Housing Contract period within a specific unit, residents of that unit may
request a specific person to fill the vacancy. In those cases, HRL will try to accommodate the request. If
there is no request, then HRL will attempt to assign that space to another student. Please note any empty
room in a unit may be leased at any time throughout the school year; therefore, you should expect a new
roommate at any time. At no time are residents allowed to utilize unassigned rooms for guests, storage,
etc. In the event that residents of a specific unit utilize an empty room, the daily rate for that empty room will
be divided among all the residents of that unit unless it can be determined that a specific individual was
responsible for utilizing the empty space. The charges will be calculated beginning the date the previous
occupant moved out.
The University reserves the right to make changes in room assignments for such reasons as the University
determines to be appropriate in its sole and absolute discretion, including, without limitation, moving
students out of under-utilized areas, roommate conflicts, pending disciplinary action, and non-compliance
with the University Regulations. Room re-assignments include but are not limited to: assignment to
supplemental space for the consolidation of residents; and, except in the event of temporary assignments,
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
shall not result in a decrease or an increase in the Housing Contract Rate. If you fail to move to a new
location within University Housing within 24 hours after the University has issued you authorization or
direction to move, you will be assessed three (3) times the Daily Room Rate for each day you remain in the
room you have been instructed to vacate.
Room Consolidation
This procedure will be instituted by HRL based on need for space or a reduction of utility costs. Students in
units without roommates, or in under-populated buildings, will be notified of the consolidation process. The
consolidation can take place any time during the academic or full year if occupancy of a specific unit falls
below an acceptable number. A student may be consolidated to another same style unit as well as another
building. Students will be notified of their new room assignment and required to move within 24 hours of the
notification. HRL will attempt to accommodate roommate requests and building requests wherever
possible.
Roommate Mediation
Conflicts occasionally occur with roommates. Most issues can easily be resolved if residents involved will
communicate with each other. Most conflicts can be resolved with assistance from your Resident Assistant
(RA). All parties involved must be willing to come together to discuss their differences and be willing to
compromise.
Suggestions in Handling a Roommate Conflict
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Resident addresses concern directly with the individual(s) involved.
Resident discusses issue with their RA, who then provides options on how to deal with the
situation.
RA follows up with the resident to see if the concern is still an issue. If so, RA will meet
with all parties involved to formulate a plan to resolve the issue. This may include revising
the roommate agreement previously established.
A Complex Coordinator (CC) may follow up on the mediation if they feel the mediation has
not resolved the issue. The possibility of a room change may be discussed. Failure to get
along with a roommate is not grounds for termination of your Housing Contract.
Every resident has rights when living with other residents. Talk to your roommate at the beginning of the
semester to explore issues of potential conflict. We encourage residents to be proactive and set the rules
together using the Roommate Agreement form.
Individual Rights and Roommate Rights
All residents have certain rights. These rights include, but are not limited to the following:
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
•
•
•
•
•
•
•
•
The right to privacy within individual bedroom spaces.
The right to clean common areas and bathroom areas.
The right to make mistakes.
The right to sleep or study with as little disturbance as possible.
The right to refuse requests without feeling guilty or selfish.
The right to feel safe to express ideas, opinions, and grievances without retaliation.
The right to be independent.
The right to not be discriminated against on the basis of race, color, religion, national
origin, age, disability, veterans status, or sexual orientation.
Resident Room Changes
If a resident is interested in a room change, they must submit a Room Change Request with the front desk
staff of their community. At the start of each semester, room change requests may be submitted anytime
during the week after the move-in date of each semester. During the semester, a roommate mediation with
your RA is required before a room change is granted. Please note that due to full occupancy within
University Housing, a room change may not be available during the current semester. HRL will notify you
via email when your request is honored. Should you have an issue with your roommates, please contact
your RA immediately. If your room change request is approved, you will be required to move to your new
space within 24 hours from the approval. If you fail to move to a new location within 24 hours after HRL has
issued an authorization to move, or issued you a directive to move, you may be assessed the Daily Room
Rate plus you will be assessed three (3) times the Daily Room Rate for each day you remain in the room
you have been instructed to vacate.
After you have completed your move, you are required to complete the check-out process. Your old unit
should be left clean with all items in the same condition as you found them upon move-in. You may be
assessed for any damages or cleaning. You will need to schedule an appointment with the staff at the front
desk of your community to walk the unit.
Administrative Room Change / Eviction
HRL may decide moving or evicting a student is necessary as part of a disciplinary situation or due to other
administrative decisions. The student will have 24 hours to complete the move. Failure to move as directed
could result in additional charges or further disciplinary action as noted in the Housing Contract.
Administrative room changes may be made to solve a roommate issue that has not been resolved using
other methods; or disciplinary action as a result of a violation of University Housing terms and conditions or
University Regulations.
Moving to Another University Housing Facility
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Prior to the start of the Housing Contract period, students assigned to Chisholm Hall, University Oaks,
Chaparral Village, Laurel Village and Alvarez Hall may request a transfer to another complex prior to July
1st by submitting a written request to HRL or Campus Living Villages.
Transfers between Chisholm Hall, University Oaks, Chaparral Village, Laurel Village and Alvarez Hall
during the Housing Contract period will be considered at the sole discretion of the Associate Director of
Housing Operations and the General Manager of Campus Living Villages. All requests are to be submitted
in writing for review.
Housing Contract Cancellation
You are responsible for paying the full Contract Rate for the entire Contract Period, unless the Contract is
canceled in accordance with one of the provisions below. Depending on when and how the Contract is
canceled, you may owe the University a Cancellation Fee. The “Cancellation Fee” charged by the
University constitutes an amount that will compensate the University for the costs it will incur and/or losses
it will suffer as a result of your cancellation, which costs and losses are difficult to quantify. As provided in
Section III.e. above, your Deposit may be used to partially defray the Cancellation Fee.
Cancellation Before the Start of the Housing Contract Period
For future application cycles, you may cancel the Contract for any reason by May 1st by providing notice of
cancellation in writing to the Office of Housing and Residence Life to [email protected] in
accordance with Section XV.a. below. Cancellation by May 1st does not apply to current contract holders.
After May 1, you may only cancel for the following reasons as indicated in writing to the Office of Housing
and Residence Life in accordance with this Contract:
•
•
•
•
Is no longer enrolling at University or is withdrawing from University as confirmed by the
Registrar;
Experiences a life changing event such as marriage, divorce, legal separation, the birth or
adoption of a child or children or other similar significant change to family circumstances;
Has a documented disability or medical condition requiring accommodations that the University
is unable to provide; or
Enters into military service or receives orders for active duty military service during the
Contract Period.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
The Effective Date of Cancellation is the date your notice of cancellation is received by the Office of
Housing and Residence Life. The table below lists the Cancellation Fees you will have to pay if your
Contract is cancelled before the beginning of the Contract Period:
2016-2017 Applicants:
Effective Date Of Cancellation
Cancellation
Fee
Before May 1
No Fee
May 1 through May 31
$250.00
On or after June 1, through June 30
$500.00
On or after July 1 and before the start of Contract
$900.00
Period
Cancellation During the Housing Contract Period
University may cancel this Contract as provided in this Contract. For example, if you fail to check into
University Housing in the time period required by this Contract, the University may terminate this Contract
as outlined herein. However, once the Contract Period begins, you may cancel this Contract only in the
situations described below:
1. If you fail to register, or cannot register with the University due to a hold on your University
Account during the semester in which the cancellation occurs, you may cancel this Contract
before the 12th class day by providing the Office of Housing and Residence Life notice in
person or in writing to the address found in Section XV.a. When your non-registration is
confirmed by the Registrar, you must pay to the University the Liquidated Damages Charge in
addition to all charges accrued under the Contract until you check-out pursuant to Section VII.
2. If you voluntarily or involuntarily withdraw from the University during the semester in which the
cancellation occurs, you may cancel this Contract within 24 hours of withdrawal by providing
the Office of Housing and Residence Life notice in person or in writing to the address found in
Section XV.a. When your withdrawal is confirmed by the Registrar, you must pay to the
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
University the Liquidated Damages Charge in addition to all charges accrued under the
Contract until you check-out pursuant to Section VII. You are expected to check-out and
vacate your space within 24 hours of the cancellation of your Contract.
3. If you graduate from the University at the end of the fall semester, you must notify the Office of
Housing and Residence Life on or before November 15th. When the Registrar confirms your
graduation, you shall pay to the University all charges accrued under the Contract through the
end of the fall semester. If you graduate at the end of the fall semester and do not notify the
Office of Housing and Residence Life by November 15th, you will pay all charges accrued
under the Contract Period through the end of the fall semester plus the Liquidated Damages
Charge.
4. If you enroll in an official UTSA Study Aboard program, National Student Exchange Program or
a UTSA internship abroad, for a semester or longer you must notify the Office of Housing and
Residence Life on or before November 1, 2015 for the spring semester. There is no
cancellation penalty for students who enroll in the above programs and inform University in a
timely manner though you are still responsible for any charges accrued under the Contract until
you check-out pursuant to Section VII.
Abandoned Property
University’s Disposal of Abandoned Personal Property in Abandoned Room: The custody and disposition
of personal property abandoned in your room/housing unit shall be in accordance with University
Regulations.
Maintenance Issues
Maintenance Request (Non-Emergency)
Students should report all maintenance or housekeeping problems when they first occur. A Maintenance
Request may be submitted online through the University Housing website at
http://webtma.utsa.edu:180/housing by logging onto the portal with your banner number and date of birth.
Maintenance repairs will be made between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday,
unless an emergency exists. Maintenance requests are typically completed within 24 to 48 hours
depending on the time of day the request is turned in. There may be times when some work may take
longer due to the scope or availability of parts.
Students reporting maintenance or housekeeping concerns are authorizing the staff to enter their room to
assess the reported issue. HRL maintenance personnel will leave a card indicating they have been in your
unit and the status of the reported problem. Requests for service are reviewed and prioritized with safety
being the primary concern. It may be necessary to reassign rooms in order to perform some types of
maintenance. In these cases, we will contact you and work through any resulting issues.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Emergency Work order
Residents with an emergency maintenance issue should report problems immediately. Utilize the following
schedule for reporting emergency maintenance:
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Monday – Friday 8:00 am – 10:00 pm contact HRL or the front desk of your complex.
Monday – Friday 10:00 pm – 8:00 am contact the RA on call for your area to report the problem.
Saturday – Sunday contact the RA on-call for your area to report the problem.
HRL personnel will respond immediately to assess the situation and maintenance personnel will be
contacted to complete repairs when necessary.
Examples of emergency maintenance issues include but are not limited to the following:
•
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Toilet overflowing onto the floor.
Toilet that is running continuously and will not stop.
Faucet or plumbing leaking onto the floor or inside kitchen cabinets.
Clogged toilet (when there is no other toilet available within the unit).
Exposed electrical wiring.
Fire (whether smoke detector is activated or not).
No power in your unit.
Cleaning
Residents are expected to maintain their own rooms and units in an orderly and sanitary manner. If HRL
becomes aware of unsanitary conditions resulting from residents failing to maintain their unit, the residents
will be notified to correct the condition within a 24-hour period. If the condition is not corrected within that
time period, Housekeeping/Contract Cleaners will clean the unit and the residents will be assessed the
resulting charge. The cleaning costs for the common areas will be divided among the number of the
residents in the unit. Bedroom cleaning will be billed directly to the resident of the room. HRL reserves the
right to cancel the student’s Housing Contract and/or refuse an assignment for future Housing Contract
periods if the condition persists.
Public areas such as City Centers and Neighborhood Centers, kitchens, lounges, study rooms will be
cleaned on a regular basis by HRL personnel. Please remember public areas are used by all residents and
it is your responsibility to make sure you leave the public areas as you found them.
Unit Inspections
HRL conducts checks on all units once a semester and at the time of check-out. Routine inspections will be
announced and a resident may be present during the inspection. These inspections are conducted to:
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
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Evaluate the safety condition of the room and furnishings
Identify needed maintenance and repairs
Check fire safety hazards, such as tampering with smoke alarms and sprinklers
Assess overall cleanliness of the unit
UTSA Facilities conducts random inspections annually, reviewing general maintenance conditions within
the residential units. Also there are annual fire alarm system inspections conducted in May for Chaparral
and Laurel Villages and in August for Alvarez Hall. These inspections are in all units and are required to
meet Fire Safety codes. If damages are noted, the cost for repairs or replacement will be charged to the
resident(s) of the unit. A notice will be given to residents who have a Health and Safety Violation.
Residents will have 48 hours to correct the situation. If no correction is made, the resident will be contacted
by the CC for a community policy violation.
Should staff notice any unapproved appliances or objects in the unit, or objects attached to the facilities in
an unapproved manner, violations will be recorded and submitted to the CC. In a situation of
noncompliance, HRL reserves the right to have the items removed or collected at the expense of the
resident(s).
Chaparral Village Residents’ Card Access
Your UTSA ID card will be used for entrance into your unit and bedroom.
CARD INSERTION:
•
•
Magnetic stripe on card must be “down.” An easy way to remember which end of the card is
inserted into lock…..your picture never goes into the lock.
It is highly recommended residents do NOT prop the front doors of units open by engaging the
dead bolt. This is not only a security risk, but if the lock is not used for an extended period of time,
the motor will lose its charge and not operate with the first insertion of card. There is also risk of
damaging or breaking the lock and you may be charged for the damage.
FRONT DOOR:
•
After card is inserted, Green light will flash. Push handle down and enter. If Yellow light flashes 12
times, roommate has engaged the dead bolt. Roommate must disengage dead bolt before entry is
gained.
BEDROOM DOOR:
•
Insert card, same as at front door. After card is inserted, Green light will flash. Push handle down
and enter. Bedroom door will remain unlocked until you reinsert your card. The Red light will flash,
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
followed by the Green flashing light and door will lock. If you are staying in your room and want
privacy, turn the privacy latch on the interior side of door lock. This will automatically unlatch when
you push the handle down to exit your room.
Laurel Village and Alvarez Hall Residents’ Card Access
Your UTSA ID card will be used for entrance into your unit and bedroom.
CARD INSERTION:
•
Card slot is vertical and magnetic stripe of card is always towards the door and magnetic stripe on
back of card always faces the key cylinder of the lock.
FRONT DOOR:
•
•
Door is always locked, when closed. (Do NOT leave without your card.)
Swipe card, enter your personal pin number and #, door will unlock, push handle down and enter.
BEDROOM DOOR:
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•
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Locked or unlocked by swipe card or inside push button.
Entry will be gained by swipe of card. Door will automatically re-lock.
To exit room, simply push handle down and open door. NOTE: Door will automatically lock.
LIGHTS:
•
•
Blinking Red and Green……lock is unlocked and entry is granted.
Intermittent blinking Red…..Battery is low. Submit a maintenance request.
Department Policies and Procedures for Residents
As a resident on-campus, you are required to read and adhere to the policies and rules of UTSA as well as
those for HRL. The policies and rules are outlined in the:
Information Bulletin of UTSA, Student Code of Conduct, the Resident Handbook and the “Housing
Contract.”
UTSA Housing and Residence Life webpage: http://utsa.edu/housing/index2.html
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Access Cards and Building Access Procedures
It is the responsibility of each resident of Chaparral, Laurel, and Alvarez Hall to secure his or her unit. The
UTSA ID card is used as a key to the unit as well as to the individual bedrooms. Residents are required to
carry their UTSA ID at all times. If a resident loses their ID card, they are responsible for purchasing a new
card. A temporary card will be issued for a limited amount of time.
Temporary cards are programmed to provide access until the resident can obtain a new card the next
business day. Once a replacement ID card is obtained, the resident must have it reprogrammed at the front
desk of their assigned complex and return the temporary card. A charge of $25.00 is assessed on all
temporary cards not returned within stated timeframe. Your UTSA ID card is also programmed for access
into the complex gates, neighborhood centers, computer labs, and access to the common areas within your
complex.
Alvarez Hall is equipped with card access on the entrance doors to the residential areas and individual
bedrooms. Residential area doors remain locked 24/7 and access is granted by the resident’s UTSA ID
card. The exterior stairwells are used for exiting only. There is no re-admit to the building through exterior
stairwell doors.
Individual bedrooms are considered private in Alvarez Hall. The bathroom area between bedrooms is
considered shared space. It is strongly recommended that residents discuss and review procedures
regarding the use of the shared bathroom space. Unauthorized entry into another resident’s private
bedroom is considered a community policy violation and will be addressed via the housing conduct
process.
Advertising
Advertising of products, services, or personal property for sale or rent is not permitted. Students must have
all posting approved by the HRL office prior to placing it on the bulletin boards. If approved, the HRL staff
will post materials in approved spaces.
Alcohol
Alcoholic beverages are prohibited in or around any University Housing facility with the exception of Laurel
Village (see below).
UTSA and HRL support and comply fully with all federal, state, and municipal laws and University
Regulations regarding possession and consumption of alcoholic beverages. This includes possession of an
empty alcohol container that leads one to believe it was consumed on campus. This regulation also applies
to all visitors and family, and to any other areas of campus. Visitors that violate the regulation may be
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
escorted from the University Housing facilities. Chaparral Village and Alvarez Hall are alcohol-free
residential facilities and no alcohol is permitted at any time.
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•
•
•
The following applies to all residents and their guests:
Intoxication is considered a violation and shall in no way limit the responsibility of residents or
guests from the consequences of their behavior.
Residents shall not participate in alcohol-related conduct, which infringes upon the rights of others
to experience a quiet and orderly living environment.
Residents who threaten their safety and/or others through the use of alcohol, or require the
assistance of staff, will be subject to disciplinary action.
Residents who violate the alcohol policy will be subject to disciplinary action as well as possible
removal from University Housing.
In Laurel Village, alcoholic beverages may be consumed or possessed in the individual residents’ rooms,
with the doors closed, if all occupants present in the room (residents and guests) are 21 years of age or
older. Alcoholic beverages may be consumed or possessed in the entire apartment, including the shared
apartment common spaces, if ALL occupants present in the apartment (residents and guests) are 21 years
of age or older. Laurel Village residents 21 or older may only transport unopened alcohol to their unit in an
opaque (i.e., not transparent or translucent) bag or container.
If any resident or guest present in an apartment is not 21, then any other resident or guest that is 21 or
older may only consume/possess alcohol in his/her individual bedroom. If alcohol is consumed in the
presence of anyone less than 21 years of age, everyone present is in violation.
Consuming alcohol is not permitted in any public areas.
Large containers or volumes of alcohol are not allowed. Examples include, but are not limited to, kegs,
party balls, other common source containers and individual containers larger than one liter. Beer bongs,
funnels, taps, etc. are strictly prohibited.
Alcoholic beverages may not be sold or manufactured by anyone in any residential facility, regardless of
the individual’s age.
Empty alcohol containers will be viewed as evidence of consumption if possession leads one to believe the
alcohol was consumed on campus and may subject individuals to the University disciplinary process. This
includes decorative containers or collections. UTSA Police may dispose of all alcohol that is disallowed
under this policy.
Residents who violate the alcohol policy will be subject to disciplinary action as well as possible
removal from housing.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Appliances
Sharing a residential community includes sharing the utility capabilities of that facility. Outlets and overall
electrical capacity in all student housing areas can be easily overloaded. As a result, students must use
caution and limit their use of electrical equipment in the residential buildings to minimize risk of harm to
them and the community. At no time are appliances with exposed heating elements or hot surfaces
allowed.
A refrigerator and microwave are provided in each Chaparral Village and Laurel Village suite. Small
appliances are allowed in the kitchenette area only. There is no cooking allowed in the individual
bedrooms. Each Neighborhood Center has a full kitchen area which can be used for cooking. Each resident
using the kitchen area is responsible for cleaning this area after use. Alvarez Hall has a full kitchen on
the 2nd floor which can be used for cooking. Each resident using the kitchen is responsible for cleaning this
area after use. Residents may bring their own mini refrigerator and microwave to use in their rooms at
Alvarez Hall.
Aquariums
Students are allowed to have one aquarium. The aquarium may not be larger than a five (5) gallon tank.
Only fish are allowed to be kept in the aquarium. Turtles, snails, small reptiles and other small animals are
not allowed. The resident assumes responsibility for the aquarium and its contents at all times. No other
pets are permitted. Any pets found will be fined $100 per day per resident.
Assault
Any physical altercation and/or verbal threat should be reported to the Housing staff as well as the
University Police (210-458- 4911). Such incidents are very serious and should be reported immediately.
Involvement in such altercations will result in immediate referrals to Student Conduct and Community
Standards.
Balconies and Stairwells
All buildings in Chaparral Village and Laurel Village have stairwells and exterior balcony areas. These
areas must remain clean and free of any personal items so safety personnel have immediate and easy
access. Trash fines will be assessed to those students responsible for leaving trash in these areas. If the
trash left on the balconies and stairwells cannot be traced to an individual or apartment unit, we will charge
the entire floor for trash left outside of the units. Small outdoor furniture and plants may be displayed on the
balcony; however, they must be kept in front of the window of that particular unit. At no time should any of
these items block or impede egress in or out of the balcony, stairs, or living units. Apartment furniture
should never be outside the apartment unit. The stairwells, both internal and external, and hallways in
Alvarez Hall must be kept clear at all times.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Bicycles, Hoverboards and Skateboards
There are bicycle racks located around the complex. You may store your bike in the racks provided or in
your bedroom. Please note that you are responsible for any damage caused by the bike. Your bike must
not impede exit from the unit in any way. You may not store your bicycle on any landing or balcony area.
We recommend all bikes be registered with the UTSA Police.
Bicycle and hoverboard users must respect the rights of pedestrians traveling on the sidewalks. DO NOT
run pedestrians off the sidewalks. Be considerate. Residents walking on the sidewalks have the right-ofway. No jumping stairs or walls or using railings with a bike or hoverboard. The possession, operation,
charging or storage of Hoverboards, also known as Swagways, IO Hawks, Skywalkers, etc., is prohibited in
or around any University Housing facility. The use of roller-skates, skateboards and scooters is prohibited
on all University property.
Cleanliness
Cleanliness of a unit is the shared responsibility of all residents assigned to that unit. All units are to be kept
clean and in good condition at all times. Residents of the unit are to share common areas so equal space is
provided to each resident. Individual bedrooms are the sole responsibility of the assigned resident and are
to be kept clean and in good condition. If a new resident is assigned to the unit, the existing residents are
responsible for providing/presenting a clean unit and in good condition as the new resident checks in. If a
previous roommate left and charges were assessed, HRL shares responsibility for cleaning that unit.
Cleanliness extends to all public areas, such as, the laundry rooms, Neighborhood Centers, lounges,
computer labs, and pool area. Cleanliness helps us provide a pest free and healthy living environment.
Cohabitation
Cohabitation is not permitted. Cohabitation is defined as a person staying for an extended period of time, or
giving the impression they are sleeping or living with their host. A resident who has a person cohabitating
with them may be charged rent equal to an additional room fee per month, may lose their visitation
privileges, may face further judicial action and/or have their University Housing privileges terminated, and
all applicable cancellation fees will apply. Students may not have a guest stay more than two (2)
consecutive nights. In addition, the guest may not stay more than three (3) times within a semester period.
Common Areas
The common area of a unit is defined as the living room, kitchenette, and bathrooms of a given unit.
Furniture in the common areas may not be removed or taken outside. This furniture is available to all
residents of that unit. Public areas include the laundry rooms, lounges, study rooms, Neighborhood
Centers, computer labs and swimming pool area.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Communication
HRL will communicate with students via their UTSA myutsa.edu email address or the preferred email
address established with UTSA. It is important that you check your e-mail regularly for any important
notices. You may contact HRL by email at [email protected] or by telephone at (210) 458-6200.
Failing to check your email is not an excuse for missing deadlines.
Conduct
If a resident and/or guest establishes an unacceptable pattern of conduct, or are frequently found to be in
noncompliance with the Housing Policies or the “Student Code of Conduct”, the resident may be removed
from Housing. Though individual offenses may be minor, a pattern of noncompliance, irresponsible conduct
or manifest immaturity may be interpreted as a significant disciplinary problem. Housing reserves the right
to take disciplinary action for chronic misbehavior. Residents are responsible for the conduct of their
guests.
Confiscation
Housing & Residence Life may confiscate and remove any items found that are in violation of Housing &
Residence Life or UTSA policy or deemed unsafe by designated University Officials. Certain items are
prohibited in the residential areas of the university because of health, fire, or safety reasons; city, state, or
federal law; or University policy. When these identified items are discovered, they are subject to
confiscation. Housing Staff have the authority to confiscate items. When an item has been confiscated, a
notice will be left in the room in question and the residents of that room should expect to receive further
notification from their Complex Coordinator.
Cooperation with University Officials
All HRL staff, including Resident Assistants (RA), are University Officials. Residents must immediately
comply with directives from any University Official. Verbal and/or physical abuse directed toward any
University staff member will not be tolerated, and subjects the resident(s) to disciplinary action. Students
who disagree with a staff member’s directive may appeal to the Associate Director for Residence Life and
Education.
Damage/Vandalism Charges
You are liable for damages or other losses you or your guest(s) cause to University Housing facilities, the
Neighborhood Centers, the City Center, your University Housing unit, your room or any furniture or
equipment, except for ordinary wear and tear. If damages occur to the common areas and staff cannot,
after reasonable efforts, determine a responsible person, the cost to repair will be prorated to all residents
of the unit. Title to the damaged property will remain with the University. You will be charged on a prorated
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
basis for public area damage where responsible parties cannot be identified and where reasonable
evidence exists that area students are responsible for the damage. You shall pay all such amounts to the
University promptly on demand.
Removal of furniture from your unit, the Neighborhood and City Centers, or Alvarez Hall public areas is
prohibited unless special permission is obtained from the Associate Director of Housing Facilities.
Charges for damages are based on the actual cost of replacement or repair, plus the cost of labor. Unless
responsibility is determined, all residents residing in that area will be responsible for an equal portion of the
repair charges. It is everyone’s responsibility to report any damages or vandalism to any University Housing
facility.
Tampering with or alternating in any way, the Alvarez Hall bathroom door hardware is a violation of Fire
Safety and Life Safety policy, as noted in NFPA 101, and will result in disciplinary action against violators.
Decorations
Residents are encouraged to decorate their unit to make them feel at home. However, certain
considerations must be made with regard to the common area of your unit. All roommates must agree on
the decorating scheme for the living room, kitchen and bathroom areas. Residents may choose how he or
she would like to decorate their bedroom.
Residents may not hang anything from the ceilings of the units, nor from the smoke detectors or fire
sprinklers. Smoke detectors and sprinklers cannot be covered. No painting walls or windows.
Pictures, posters and other items may be placed on the walls with small finishing nails and in such a way
that damage to the walls will be avoided or minimal. No steel tip dart boards are allowed. Decorations must
not be a fire danger, which is up to the staff’s discretion. Window decorations are not allowed, please refer
to window policy.
UTSA signs, city traffic signs, as well as state directional or informational signs, are not allowed in the units.
Possession of these items is illegal without proof of purchase. These signs will be turned over to the
University Police.
Please note that if a roommate moves out during the school year, the decorating scheme may have to
change if the new roommate does not agree to the existing scheme.
Drugs
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
UTSA and HRL support and comply fully with all federal, state, municipal laws and University Regulations
regarding possession and usage of illegal substances. The following applies to all residents and their
guests:
•
•
•
•
•
All illegal drugs, narcotics, controlled substances, and drug paraphernalia are strictly prohibited.
Possessing, using, being under the influence, distributing, manufacturing, or selling illegal drugs is
prohibited.
Residents are responsible for reporting the use, cultivation, manufacture, sales, and/or possession
of illegal substances on campus to a staff member or the UTSAPD.
A resident present in a unit where any illegal drug is present is in violation of the Housing Contract
and may lose University Housing privileges and face possible dismissal from the University.
The misuse of any drugs (prescription, over the counter, or illegal) shall in no way limit the
responsibility of residents or guests from the consequences of their behavior.
All violations of the Resident Handbook drug policy as described above will result in immediate
removal from on-campus housing. Likewise, any situation involving suspected drug use/possession
will be referred to Student Conduct and Community Standards for further adjudication. You are
reminded that when a resident of on-campus housing is evicted for a community policy violation,
Student Conduct and Community Standards’ university sanctioning typically includes the
suspension of the right and privilege to reside in any on-campus housing. Student Conduct and
Community Standards defines ‘on-campus’ housing to include Housing and Residence Life
properties (Chaparral Village, Laurel Village, Alvarez Hall) and Campus Living Villages properties
(University Oaks Apartments, Chisholm Residence Hall). It is recommended that you pursue offcampus housing arrangements when evicted from any on-campus housing area for a community
policy violation.
Electrical Outlets
You may not tamper with any electrical outlet. Outlet covers must remain in place at all times. Do not
overload sockets/electrical receptacles or use extension cords to create additional outlets. This may create
a fire hazard. You may use surge protected outlet strips. All strips plug directly into a socket. Extension
cords are prohibited and considered a fire safety violation. If your room or unit is found to have “snake”
extension cords, you will be asked to remove the extension cords and may be required to take safety
training. Repeated violations involving extensions cords will be considered a community policy violation and
adjudicated by Housing personnel.
Emergency Devices
Tampering with emergency devices puts everyone at risk and, therefore, is prohibited. Emergency devices
include, but are not limited to, smoke detectors, door closures, sprinkler heads, fire alarm stations, and fire
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
extinguishers. Tampering with emergency devices may result in criminal prosecution, disciplinary action
and any charges that may be incurred.
Failure to Comply
You must comply with all written and verbal requests and instructions from the HRL staff or any other
University Official. This includes any request to produce valid identification.
Flammable Materials, Candles, and Incense
The possession or burning of candles, incense, charcoal, lighting fluids, kerosene, oil lamps, or other flameemitting substances and articles are prohibited in University Housing.
For Profit Businesses
It is against the law of the State of Texas to use state facilities for commercial enterprises. Residents and
guests may not use their unit to solicit or sell for profit any items; this includes using university and housing
Ethernet or Wi-Fi connections to sell items via the Internet.
Furniture
All communities include basic furniture. The kitchen in Laurel Village and Chaparral Village comes
equipped with a refrigerator and microwave oven. All common area furniture must stay in the common area
to assure all residents have access to it. Modification of the furniture is strictly prohibited. Water-filled
furniture is not allowed. No furniture is to be moved from the unit. A charge of $50.00 will be assessed for
removal of items from the unit. Public area furniture may not be removed or placed in an individual unit.
Gambling
Texas law prohibits raffles, lotteries, or games of chance that do not meet strict state regulations.
Gambling, which includes any exchange of items of value, favors, or money for a chance at a greater prize,
is prohibited.
Gates
Chaparral and Laurel Village gates are locked 24 hours/7 days a week. Alvarez Hall doors are also locked
24 hours/7 days a week. You will be expected to carry your ID card at all times to enter the gates at either
village or to enter Alvarez Hall. If your ID card is not working as your entry device to the gate, please
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
contact your front desk office. If your card is lost, please visit the card office on campus for a replacement
ID card.
Never obstruct the functioning of the gates by propping them open, or kicking the gates to open without
your ID card. Many gated entrances are monitored by cameras to insure compliance with all rules for
entrance into the villages. These systems are designed to allow entry for authorized users.
Guests and Visitors
Residents are responsible for their guest’s compliance with all University Housing and Parking policies, and
all University Regulations. Visitation is a privilege, not a right. Abuse of this privilege impedes the rights of
others’ privacy and safety, and may result in loss of visitation privileges. The resident is responsible for the
conduct of his/her guest.
Overnight guests are allowed with your roommate(s) or suitemates approval. Overnight guests are allowed
a maximum of two (2) consecutive nights and not more than three (3) times in a given semester. Guests
may not move from one room to another in order to extend their visit. HRL reserves the right to revoke this
privilege. No access card will be provided for guests. Any time a guest is on the premises, a resident must
escort him/her at all times. Failure to follow this procedure may result in the resident being charged rent
equal to an additional room fee per month, loss of visitation privileges, and/or further judicial action.
Registered Sex Offenders are prohibited from being within the living areas of University Housing, including
the University's Apartments.
Hazing/Harassment
UTSA is committed to providing an environment whereby students are free from any harassment or hazing.
Harassment involves behavior towards a person that is unwanted (i.e., pranks, practical jokes, phone calls,
emails, text messages, etc.) and will not be tolerated. If you feel you are being hazed or harassed, please
contact a UTSA staff member immediately.
Lighting
Halogen lamps and paper lanterns are fire risks and are not permitted in the units. Please refrain from
placing cloth or paper over lights, as it is a fire hazard as well. All lamps, appliances and lighting devices
need to be Underwriters Laboratory approved.
Lockout Procedures
It is imperative that you keep your ID with you at all times. We strongly encourage you to lock your room
whenever you are not home. If you should lock yourself out during business hours, you may come to the
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
front desk and checkout a temporary key to open your door. If you are locked out after the front desk is
closed, you may call the Resident Assistant on-call and they will open your door. However, after the UTSA
Census date, which is the 12th day of each semester, the charge is $25 per lockout.
Mail Services and Delivery
UTSA’s Office of Housing and Residence Life recommends residents who wish to receive U.S. Postal
Service rent a mailbox with the UPS Store located at the University Center. The US Postal Service does
not deliver US postal mail directly to Chaparral Village, Laurel Village or Alvarez Hall. However, all three
complexes accept packages from carriers such as UPS, FedEx, and DHL. Residents will receive an email,
via his or her UTSA email address, whenever packages from are available for pickup.
Please reference the following for packages and parcels delivered by services other than the USPS:
Residents of Chaparral Village:
Your Name
Room Number
6910 North Loop 1604 West
San Antonio, TX 78249
Residents of Laurel Village:
Your Name
Room Number
6904 North Loop 1604 West
San Antonio, TX 78249
Residents of Alvarez Hall:
Your Name
Room Number
6908 North Loop 1604 West
San Antonio, TX 78249
Residents who wish to receive USPS mail may rent a mailbox from The UPS Store in the University Center
(UC). The UPS Store is currently offering one year (12 months) of mailbox services.
Medical Quarantine
HRL does not have the facilities to handle medical quarantines. If you are medically quarantined you will be
required to vacate on-campus housing immediately for the health and safety of the other residents. You will
be required to make your own housing arrangements. Medical documentation may be required in order to
return to on-campus housing.
Motorcycles
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Motorcycles (and mopeds) must be registered with the Office of Parking and Transportation. All
motorcycles are allowed to park in designated parking lots. Lots R1, R2 & R3 are open for residents with a
residential permit. Motorcycles are not allowed within the complex gates, nor are they allowed to be parked
near any building.
Musical Instruments
Students who wish to practice or play musical instruments are encouraged to utilize specified practice
rooms on campus. While musical instruments are a wonderful way to build community, they need to be
played at a time that is agreeable to others.
Parent Notifications
Federal Regulations limit our ability to discuss matters with your parents. This includes financial, roommate
conflicts, disciplinary cases, etc. The federal government does allow UTSA the right to notify parents of
students found in violation of the University’s drug and alcohol policies through the Family Educational
Right and Privacy Act (FERPA) regulations. The FERPA form can be found at
http://www.utsa.edu/financialaid/ferpa.html
Resident Parking
Permit Requirements
A permit is required at all times in the residential lots R1, R2, R3 and R4. Citations will be issued seven
days a week and 24 hours a day. Do not park in any labeled spots, including visitor spaces, or you will
receive a citation. During Move In and Move Outs special parking arrangements are made for our
residents. However, fire lanes and labeled parking areas are never to be used for loading or unloading.
Visitor Parking
Spouses, parents, families, and non-residential students are generally considered visitors of residents. All
visitors must receive a visitor permit from the resident they are visiting to park on the UTSA campus.
Parking for visitors with a permit is allowed in any unmarked spaces in the residential lots. Residents are
able to purchase one-day scratch-off permits at the Business Auxiliary Services Lobby in the Crespa
Service Center (MS 1.01. 52). The University Housing resident is required to be present at the time of
purchase. Business hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m. If you have regular
visitors, see the Parking Division website for information about a Fast Pass.
Pets
No pets are allowed except fish. Refer to the Special Housing Needs section for information regarding
Service Animals and Emotional Support (or Assistance) Animals. Fish are limited to a five-gallon or smaller
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
volume aquarium. All other pets are subject to immediate removal from campus, and their owners (and
others who knowingly permit pets in their room) are subject to disciplinary action and a $100.00/day fine
until the pet is removed. In addition, costs for cleaning, fumigation, and any other damage charges may be
levied.
Posting Policy
HRL must approve all forms of postings. All materials must be sponsored or co-sponsored by a registered
student organization or a University department.
•
•
•
All materials must include the name and contact information of the sponsoring agent and all
content must be printed in or translated to English.
Approved postings will be posted by HRL Staff.
Postings for personal or commercial gain are not permitted.
Public Area
Public areas are defined as the small and large lounges, and the kitchen and laundries in Alvarez Hall,
Neighborhood Centers, City Centers, computer labs, basketball courts at Chaparral and Laurel Village and
the pool at Chaparral Village.
Public Area Cleaning
Furniture in public areas may not be moved to other locations. Likewise, furniture or other belongings not
intended for public areas may not be stored in these locations. If damages occur to common areas and
cannot (after reasonable efforts) be attributed to a specific group or individual, the cost to repair may be
prorated to some or all of the residents associated with that common area. You are liable for damages or
other losses you or your guest(s) cause to any University Housing facility except for ordinary wear and tear.
Title to the damaged property will remain with the University. You will be charged on a prorated basis for
public area damage where responsible parties cannot be identified and where reasonable evidence exists
that area students are responsible for the damage. You shall pay all such amounts to the University
promptly on demand. These areas have general cleaning performed daily by the Housing and Residence
Life Building Attendants, but initial clean up after use is the responsibility of the users. Food should not be
left in refrigerators or ovens, and cooking utensils must be cleaned and removed from the public kitchen
areas after use. All trash must be properly disposed of and furniture left in an orderly fashion.
Quiet and Courtesy Hours
Every attempt is made to provide you with an environment conducive to study and your academic pursuits.
In consideration of your rights and those of other students, quiet hours are generally set from 11:00 p.m. to
8:00 a.m. Sunday through Thursday, and 12:00 a.m. to 10:00 a.m. Friday and Saturday. While this doesn’t
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
mean that there will not be noise, it does mean that noise should be kept to a minimum. Courtesy hours are
in effect during all other times, which gives all residents the right to study and sleep free from undue
interference, unreasonable noise, or any other distractions. Beginning the last day of classes and until the
end of finals, 24-hour quiet hours will be in effect to help with the successful completion of these exams.
Release and Consent for Use of Image
University Housing, its employees, and representatives have the right to take and use photographs, video,
digital images, or otherwise recorded images of University Housing residents who are in public spaces,
offices or at University Housing sponsored events. University Housing can publish such images or
depictions for promotion, marketing, or educational purposes in any form, including but not limited to print,
electronic, video, or Internet. University Housing has the right to edit, crop, retouch, or otherwise alter such
images or depictions and students waive the privilege of inspecting such images or depictions prior to
publication. All images or recordings, in whatever medium, are the property of University Housing and can
be used indefinitely without compensation to the resident. Resident releases the University and those
acting pursuant to its authority from liability for any violation of any personal or proprietary right you may
have in connection with such use. Residents who wish to opt-out of this release or withdraw consent must
submit a written request to [email protected].
Renter’s Insurance
University does not cover any personal belongings as a result of theft, fire, water, or any other incident that
might cause damage to personal belongings. HRL encourages each resident to carry renter’s insurance or
be covered under a parent’s homeowner insurance policy.
Room Entry
Each resident has the right to authorize entry into their individual room space. Roommates do not have the
right to enter each other’s individual room spaces without authorization. Unauthorized entry is considered a
policy violation.
University maintains the right for University personnel to enter your room at any time in the event of an
emergency and for any reasonable purpose including, without limitation: inspection, preventive
maintenance, corrective maintenance in response to a work order or investigation of violations of University
Regulations. By signing the Housing Contract, you agree to be bound by the University’s search and entry
policies as they now exist or may hereafter be amended, as set forth in the University Regulations.
Room Responsibility
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
You are responsible for you and your guest’s conduct and must adhere to the University Regulations.
University personnel will enter your room at any time to investigate violations of University Regulations. By
signing the Housing Contract, you agree to be bound by the University’s search and entry policies as they
now exist or may hereafter be amended, as set forth in the University Regulations.
Routers
Housing and Residence Life supplies Wi-Fi services for residents. As a result of offering this service, the
use of personal routers is not necessary and thus is prohibited. Personal routers compromise the speed
and connectivity of the Internet for the entire community. If you are found using a personal router for any
reason, you may be called into a discipline meeting with the Complex Coordinator in your area.
Satellite Dishes
Cable television and Internet services are supplied by Housing and Residence Life. As such, the installation
of a satellite television dish is not allowed.
Sexual Assault
Allegations of sexual violence are considered extremely serious and will be dealt with immediately.
Investigations of this type of offense will include the UTSA Title IX Coordinator, HRL, Student Conduct and
Community Standards, and/or the UTSAPD. Victims of sexual violence are encouraged to contact UTSAPD
at (210) 458-4242 and/or the Title IX Coordinator at (210) 458-4120. For more information please visit
UTSA’s Title IX Sexual Harassment/ Sexual Violence web page at https://www.utsa.edu/eos/titleix.html
Residents are encouraged to report any knowledge of such offenses immediately, for their safety and the
safety of others by contacting UTSAPD at (210) 458-4242. Anonymous reports can be made using the
UTSAPD Silent Witness web page at http://utsa.edu/utsapd/forms/witness.cfm, or by contacting UTSAPD
and requesting to remain anonymous.
Smoking
UTSA is a tobacco and smoke free campus, and at such time, smoking and the use of Tobacco Products
will be prohibited in and on all University-owned and leased property to include buildings, grounds,
University Housing areas, parking lots and structures, green space, sidewalks, walk ways, as well as
personal vehicles on the property. The Tobacco Free and Smoke Free Campus policy is contained in
Section 9.36 of UTSA’s Handbook of Operating Procedures. Tobacco Products is defined as including but
not limited to cigarettes (of any kind including herbal/spice cigarettes), cigars, pipes, water pipes (hookah),
bidis, kreteks, electronic cigarettes, smokeless tobacco, snuff and chewing tobacco.
Violations of this policy may result in additional cleaning charges to remove the smell associated with
smoking in an apartment or stains associated with chewing tobacco.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Solicitation
The University of Texas System Board of Regents’ Rules and Regulations states, “No solicitation shall be
conducted on any property, street, or sidewalk, or in any building, structure, or facility owned or controlled
by the U.T. System or any of the institutions unless permitted by the Regents’ Rules and Regulations.”
Solicitation, including door-to-door sales of goods and services, is not permitted in or around any University
Housing facility.
No concessions or businesses of any type may be operated by a student, family member, or other person
from the living unit. This applies to, but not limited to babysitting, Mary Kay, Thirty-One, Pampered Chef,
hair stylist, and other similar businesses run from the home.
College campuses are often lucrative markets for solicitors. They may attempt to sell services or
merchandise door-to-door or within the Neighborhood Centers. Solicitation presents a serious security
concern, as well as an opportunity for fraud. Report all violations to the HRL Office or UTSAPD.
Storage
HRL does not provide storage for luggage or unused furniture. Each resident is responsible for the items
that are originally in his/her apartment. Likewise, HRL does not have storage facilities for personal items
during the summer period.
Theft
Thefts should be reported immediately to UTSAPD at (210) 458-4242, as well as to a HRL staff member.
As a precaution, students should keep their apartment and room doors and windows locked at all times.
Trash
To maintain the community environment, all residents are required to take any trash to the proper trash
disposal areas. Recycling is strongly encouraged to reduce the volume of waste sent to landfills from our
communities. Trash left outside the units, on landings, or hallways and stairwells, or disposed of in an
inappropriate manner will be identified and the responsible students will be charged a disposal fee of
$25.00 per bag.
All garbage must be contained in tightly closed plastic bags and deposited in the trash dumpsters or trash
chutes provided on site. Please refrain from littering. Those who are caught littering may be subject to the
judicial process and/or cleaning charges. Residents should not allow apartment trash to accumulate in the
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
common areas. Trash should be removed once the trash container for the unit is full. It is the responsibility
of the residents to remove the trash.
Alvarez Hall has a trash collection room on each floor of the North and South towers to be used for trash
disposal. Each room will be equipped with 3 trash carts and 1 cart for re-cycled materials. Disposal to these
areas will be the responsibility of each resident.
All trash must be bagged in trash bags of a size no larger than 13 gallon, and should be closed by any
method of closure, such as, ties, drawstrings, etc. All trash collection rooms will be open 24/7.
Collected trash will be removed to outside dumpsters by Housing and Residence Life Building Attendants
as trash accumulation dictates.
UTSA ID Cards
For safety and security reasons, residents are prohibited from loaning their Student ID cards to anyone
else. Your ID card will allow entrance into your housing community and living unit. Please keep it safe at all
times. Report all lost and stolen cards to the UTSACard Office and to HRL immediately.
Vacate/Removal Procedure
You agree that if you violate any of the terms or conditions of this Contract, have a poor payment history, or
if the University determines you have violated the University Regulations and/or the terms and conditions of
roommate contracts agreed upon by you and your roommate(s), or if you are disruptive to the use and
enjoyment of University Housing facilities by other students, the University may refuse to offer you a
University Housing contract in the future.
You agree that if the University finds you to be in violation of this Contract or of any of the University
Regulations, or if you are disruptive to the use and enjoyment of University Housing facilities by other
students: (1) you may be subject to disciplinary action (including but not limited to dismissal from the
University); (2) you may be required to change University Housing residence halls; and/or (3) your license
to use University Housing may be revoked, this Contract canceled and you may be required to withdraw
from University Housing. If the University requires you to withdraw from University Housing, this Contract
will be automatically canceled and you will pay all charges accrued under this Contract until you check-out
pursuant to Section VII, plus the Liquidated Damages Charge (defined below).
You agree to keep your contact and student information updated by use of official University websites.
Temporary removal of a resident may be necessary if a resident is considered to be an imminent threat to
themselves or others. In such cases, HRL will expedite a hearing to determine if the student should be
removed permanently.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
HRL will contact a student in an attempt to resolve a particular issue. If no contact or mutual agreement can
be reached within 72 hours, HRL will prepare and issue a written notice to vacate. A staff member will
hand-deliver or place the notice on the resident’s bedroom door. Either option will serve as notice. The
student will have 48 hours from the date of delivery to vacate University Housing. If a resident’s behavior
disrupts the community after the notice is served, they will be asked to depart immediately. If at the end of
the 48 hours the resident has not complied, he or she will be locked out of the space and charged any
expenses incurred by HRL. They may also be charged for trespassing.
Verbal and/or Physical Abuse
We strive to maintain a civil and collegial environment befitting a community of scholars. Residents and
guests are strongly encouraged to treat all neighbors, roommates, visitors, and University Officials with
courtesy and respect.
Physical violence of any type will not be tolerated. Such behavior will result in conduct hearings with
Student Conduct and Community Standards and Housing and Residence Life. Possible sanctions include
removal from on-campus housing and suspension from the University. Incidents involving physical violence
may also be referred to the UTSA Police Department and may result in criminal charges.
Visitation Hours
There are no set hours when visitors are permitted to visit in a student’s room, as long as all residents of a
particular apartment or suite are in agreement. Roommates are encouraged to establish their own visitation
policies for their particular apartment or suite. Visitation hours do not allow cohabitation to exist. The gates
leading into Alvarez Hall, Laurel Village and Chaparral Village are locked 24 hours a day, 7 days a week.
Visitor Permits
Spouses, parents, families, and non-residential students are generally considered visitors of residents. All
visitors must receive a scratch-off permit from the resident they are visiting in order to park on the UTSA
campus. Parking for visitors with scratch-off permits is allowed in any unmarked spaces in the Residential
Lots. Residents are able to purchase one-day scratch-off permits at the Business Auxiliary Services Lobby
in the Crespa Service Center (MS 1.01. 52) or with the garage parking cashiers. The University Housing
resident is required to be present at the time of purchase. Business hours are Monday through Friday, from
8:00 a.m. to 5:00 p.m. If you have regular visitors, see the Parking Division website for information about a
Fast Pass. The visitor spaces in front of the HRL office are for visitors conducting business with the HRL
staff only.
Water Furniture/Water Toys
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Water furniture and water guns, balloons, wading pools, and slip and slides are not permitted.
WiFi
Time Warner Cable and Korcett have partnered to provide wireless internet service in all resident rooms
and internal common areas. Instructions for setting up your internet service are available at your
communities’ front desk. You can also contact Korcett at 800-379-3729 for assistance or to report any
service problems you may experience. Refer to the Routers section for information regarding the restriction
of personal routers.
Weapons
Except as expressly permitted by law, firearms and other weapons are not permitted in UTSA Housing.
Weapons used for decoration are not permitted. Prohibited items include, but are not limited to, simulated
weapons, disabled weapons, swords, brass knuckles, butterfly knives, paintball guns, toy guns, pellet guns,
or any other material that can be used to threaten or endanger others.
In accordance with SB 11, residents possessing a valid license to carry may possess a concealed firearm
in approved areas. Firearms must remain concealed and secure at all times in accordance with CHL – 16
or in a secure and locked location within the resident’s bedroom.
You are responsible for reviewing and complying with applicable University Regulations regarding such use
and possession. Failure to comply may subject you to disciplinary action, including withdrawal from
University Housing.
Windows and Screens
The heating and air conditioning is designed to operate at efficient levels with all windows closed.
Residents may open the windows from time to time when the AC/heater is not running. All screens are to
remain on except in the event of an emergency. Residents are not permitted to use windows for purposes
of entering or exiting a unit. Nothing may be attached to the windows or placed on window sills, including
but not limited to signs and banners.
Withdrawals
If you voluntarily or involuntarily withdraw from the University during the contract period, you must cancel
your Housing Contract within 24 hours of withdrawal by providing HRL notice in person or in writing to the
address found in Section XV.a of the Housing Contract. When your withdrawal is confirmed by the
Registrar, you must pay to the University the Liquidated Damages Charge in addition to all charges
accrued under the Housing Contract until you check-out pursuant to Section VII of the Housing Contract.
Student Conduct Processes
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Overview of Student Conduct and Community Standards Process
The UTSA Student Conduct Code (SCC) is published in the Information Bulletin of UTSA and the Resident
Handbook. You are responsible for knowing and following the information set in the Resident Handbook
and the SCC. The information is also available on line at http://www.utsa.edu/infoguide/appendices/b.cfm.
HRL works closely with Student Conduct and Community Standards (SCCS) to address possible violations
of community standards in a fair manner. The process is primarily educational, not solely punitive.
It is important to note that knowingly assisting another individual in violating a policy or providing false
information are also violations of HRL and UTSA policies.
As a resident student in HRL, you are responsible for your conduct and activities, including those of your
guests, in all on-campus housing facilities. If you violate state law, the SCC, or the community policies of
any housing facility, you will be held responsible for the violation in the facility of your residence as if the
violation took place in your complex. Violations and sanctions are shared with other on-campus housing
officials, SCCS, and the UTSAPD as appropriate. Disciplinary sanctions, up to and including loss of
housing privileges, may be imposed through the conduct process.
SCCS investigates alleged violations of the SCC and sends written notification of alleged charges to your
address of record. The notification is a directive to attend a preliminary meeting. The meeting provides the
opportunity to further discuss the allegations. Please refer to the SCC in the Information Bulletin for details
on the discipline process.
Failure to meet with SCCS staff, or complete the sanctions as imposed, may result in a hold placed on your
University records until you have complied. This means you may be unable to register, drop/add classes,
receive transcripts, or obtain your diploma.
Overview of Housing and Residence Life Disciplinary Process
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•
•
•
•
When an alleged Housing Contract or Policy violation and/or violation of the Student Code of
Conduct occurs, a report is submitted to HRL by a staff member, the UTSAPD, or another student.
A letter is sent to the resident, or hand delivered, requesting a meeting to discuss the incident.
A University Housing disciplinary meeting is scheduled for the student with the Complex
Coordinator or Associate Director for Residence Life and Education. Each case will be evaluated
on the merits of the information provided in the report.
The Complex Coordinator or Associate Director for Residence Life and Education will decide if the
resident is responsible or not responsible for the alleged violation based upon the information
available.
The outcome of the meeting and any resulting sanctions will be shared individually, in compliance
with applicable laws. The outcome and sanctions of other individuals involved in the case will not
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
be shared with others involved, unless necessary and appropriate, and such disclosure does not
violate applicable laws.
Reporting Incidents
You should report any violation of policy or community standards to your RA, your CC, UTSAPD or to your
community service desk. HRL staff will determine the appropriate steps regarding the alleged violation.
Incidents involving, but not limited to, possession of weapons, illegal drugs, or assault, will be referred to
the UTSAPD and/or SCCS for appropriate action.
Sanctions
Sanctions may include suspension of rights and privileges for a specific period of time including: access to
electronic network facilities; participation in athletic, extracurricular, or other student activities; reassignment
within University Housing communities; community service; monetary responsibilities; or other appropriate
educational sanctions. In all cases, students who are accused of violations are afforded administrative due
process.
On occasion, actions which threaten the safety of yourself or another student may require a temporary
move from your current assignment to another room, another University Housing facility, or to an offcampus location. If you are required to move off campus due to your alleged actions, all costs incurred will
be your responsibility. This would be a temporary move until the alleged violation is resolved.
If you fail to meet the summons of a University Official in regard to a violation of your Housing Contract
and/or University Regulations, you may be denied access to your unit until such time you resolve your
discipline matter with the designated administrator. (A decision may be made on your case in your absence
if we are unable to locate you.)
What is a Housing Disciplinary Charge?
A University Housing Disciplinary Charge is an allegation based upon a report or complaint received by
HRL, which indicates a student has allegedly violated their Housing Contract and/or University Regulations.
Where Will the Meeting be Held?
The student will be directed to attend a meeting and will be notified at least 24 hours in advance of the
meeting unless the violation is considered a threat to others. The meeting place will be outlined in the
written notification. Most hearings will take place in the office of the CC.
What Rights Do I Have in the Meeting with Housing?
The student has the right to:
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Request a private meeting with HRL staff;
Present his/her side of the story;
Present a closing statement; and
Have a silent witness if a waiver is signed.
Can I Appeal the Decision of a Housing Meeting?
To appeal a University Housing meeting decision, residents need to follow directions indicated in their
letter, sanction, or decision letter. The appeal request must be based on one of the following conditions:
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The sanctions are too harsh for the violation;
Due process was not followed and/or was violated; or
New evidence was found and the resident would like to have a new conduct meeting.
Safety
For the convenience of our residents, many benefits such as closed circuit monitoring, card access, and
front desk operations are provided. We also believe in the effectiveness of neighbors looking out for each
other’s interest. We encourage you to get to know your neighbors and promptly report any incident of theft,
vandalism, or any unsafe condition to the UTSAPD and/or HRL. Whenever possible, furnish a detailed
description of the offender, time and day, make and color of a car, etc.
UTSA has its own police force. The officers of UTSAPD are fully certified Texas Peace Officers that provide
police services for UTSA as well as University Housing. They can be contacted at:
Non- Emergencies: (210) 458-4242
Emergencies: (210) 458-4911
Emergency Phones (Blue Light Phones)
Throughout campus there are “blue light” phones. These phones have a red emergency button that puts
the caller in immediate contact with the UTSAPD. When activated, this button provides the police with the
caller’s location which allows officers to be dispatched immediately to the location in the event the caller is
unable to speak. Phones should work even if the light is out.
Fire Alarm
In the event of a general fire alarm, all occupants are to calmly exit the building immediately and gather at
the meeting point for your building, or 50 to 150 feet away. If able, occupants should gather cell phones,
wallets, and keys on their way out. Once at their meeting point, occupants should provide HRL staff
members with their contact information. This will help the department keep an accurate track of residents.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Fire Equipment
Smoke Detectors are not to be rendered inoperable through vandalism, being disconnected from their
primary power source, or from any form of tampering. Fire alarms set off due to the negligence of a resident
or their guests could result in a fine ranging from $50.00 to $500.00, as well as the possible loss of
University Housing. Examples of setting the fire alarm off due to negligence include, but are not limited to:
cooking in the bedroom; playing with matches, lighters, or other fire making devices; smoking in the room;
or tampering with the fire equipment in the building. If fire alarms are tampered with, residents could be
subject to immediate eviction. A resident may be subject to damages, civil penalties, and attorney’s fees
under applicable Texas law for not complying with the foregoing notice.
Sprinkler systems have been installed as a safety measure in all apartments. Do not hang anything from
the sprinkler heads. Hanging items from the sprinkler head could activate the sprinkler and flood the
apartment and neighboring apartments. If it is determined a resident is responsible for the activation of a
sprinkler, they will face immediate disciplinary action through HRL, and will be required to pay for all
monetary damages caused to University property, as well as any damages caused in other apartments that
might be affected.
Activation of the alarm system when no fire emergency exists is a felony. Anyone caught generating a
False Alarm is subject to immediate eviction from University Housing, prosecution through the court
system, and/or disciplinary action through SCCS.
Fire Evacuation
The presence of smoke and/or heat will automatically activate the alarm system. In case of a fire alarm:
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Get out as quickly as possible. Call UTSAPD at (210) 458-4911 to report the fire and tell them
where you live.
Close your bedroom door on the way out to prevent the fire from spreading.
Check to see that your roommates are aware of the fire alert.
Proceed quickly and quietly as you exit the building.
Follow all instructions from the staff and fire department personnel. In the event of a fire alarm,
residents must evacuate the buildings immediately. Never assume it is a false alarm. Once outside,
report the fire immediately.
Chaparral Village buildings 1-5 and 12 should meet in parking lot R 2 in front of the City Center.
Chaparral Village buildings 6-11 meet in parking lot R 3. Laurel Village buildings 1-4 should meet in
parking lot R 2. Laurel Village buildings 5-8 should meet in parking lot R 1. Residents of Alvarez
Hall North Tower should meet in parking lot R 2. Residents of Alvarez Hall South Tower should
meet in parking lot R 1. All residents should wait for instructions from an HRL staff member,
UTSAPD, or fire personnel.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
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STAY OUT of all buildings until an official “all clear” has been issued.
If you are unable to evacuate your room or unit, please take the precautions you feel necessary and
appropriate to secure your safety. Possible precautions include:
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Turn on lights, raise blinds, and open drapes to improve visibility for rescue workers.
Close all windows so additional oxygen will not spread the fire.
Put on a non-flammable coat for protection against heat, flames, and inclement weather.
Put on hard-soled shoes to protect from hot or slippery floors and broken glass.
Dampen a towel to put over your face in case of heavy smoke.
If trapped in your room, check the door prior to exiting. Feel for heat. If the door is cool, leave the
room. If the door is hot, do not open the door. Hang a towel from your window to notify safety
personnel that you are in your room.
Fire escape access should never be blocked. Evacuation drills are conducted periodically and should be
treated as an emergency.
Avoid Fire Hazards
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UTSA is a tobacco and smoke-free campus. Smoking of any kind is prohibited on campus.
Avoid electrical overloads.
Electrical appliances must be approved by HRL.
No open flames.
Trash must not be allowed to accumulate in the unit.
DO NOT detach and/or cover smoke alarms or sprinkler heads.
Hazardous Materials
This policy is especially important in residential communities where many students are sharing a close
living space. Students should exercise good judgment by not putting themselves or others at risk.
Examples of how this policy applies in the residential communities include:
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Candles, incense, and hookahs are not permitted in units.
Substances such as propane, camping stove fuel, hydrocarbon cleaning solvents, and paint thinner
are not permitted in units.
Protecting Personal Property
It is important for all residents to protect their personal belongings while staying on campus. Below are
suggestions on how to protect your belongings.
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Engrave all personal items of value in your apartment. It is a good idea to engrave these items with
your driver’s license number. This deters theft because it makes it more difficult for thieves to
dispose of your property. UTSAPD offers this service for free. Contact them at (210) 458-4242
Mark items you regularly take to class, e.g., books, backpacks, calculators, and laptops.
Unattended books and supplies are easy targets in crowded, busy areas especially, at the
beginning of semesters when students need books for classes and around finals when the
bookstore is buying back books.
Don’t advertise your valuables either in your home or your car. Do not leave unattended valuables
in plain sight. Thieves will usually only take visible items that can be stolen quickly.
Arrange your room so high-risk items such as cameras, stereos, televisions, etc., are not visible
from the street or front door. Make sure they are not visible from ground level windows as much as
possible.
Do NOT bring high-dollar items to campus if possible. You stand a greater chance of impressing a
thief than you do your friends with expensive items, such as jewelry. Never keep large sums of
cash in your room.
Your room is equipped with two lockable chests. Invest in a good lock and secure valuables when
you are not at home.
Buy renter’s insurance to protect against loss or damage of personal property. If your family has
homeowner’s insurance, check to see if you are covered while away from home. UTSA has no
liability for stolen or damaged items.
Keep bank account numbers, credit card numbers, and ID card numbers in a safe place. If your
purse or wallet is stolen, you will then have a list of numbers to use when notifying authorities. After
notifying the police, immediately notify all your credit card companies and banks.
Always lock your bicycle or moped when unattended. Experts recommend securing bicycles and
mopeds with an oversized shackle-style bicycle lock, or a lock and chain/cable combination with at
least a 5/8” diameter chain or steel cable. Secure these with a U Lock or padlock, preferably one
with a hardened case and shank diameter of at least 3/8”.
Safety Escorts
UTSAPD provides safety escorts to locations on campus during hours of darkness. Call (210) 458-4242 to
request a safety escort.
Self-Protection
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BE AWARE! Residents should be familiar with who lives in their building and who doesn’t. Report
any suspicious person or activity immediately to HRL at (210) 458-6200, or the UTSAPD at (210)
458-4242.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
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Always lock your door and windows! Lock them especially at night before you go to sleep or when
you are alone in your apartment. Make sure you have your ID with you when you lock your door.
Promptly report any unlocked doors and windows, or any door and window that is not locking
securely.
DO NOT OPEN your door to STRANGERS! Never unlock your door for a person you cannot
identify, or for persons who refuse to sufficiently identify themselves. If such a situation occurs, do
not hesitate to contact HRL or the UTSAPD.
Report all suspicious telephone calls to a staff member. Never give your credit card number, social
security number, or student ID number over the phone.
Whenever possible, travel with a group, especially at night or early morning. Always alert your
roommate, a friend, or a staff member as to your destination and when you expect to return.
Travel in well-lighted areas at night and early in the morning. Avoid shortcuts through dark,
wooded, or deserted areas. Whenever possible, walk facing traffic so you can better judge
potential traffic hazards and decrease the possibility of being followed by someone in a vehicle.
Step away from alleys and recessed doorways.
Park in the best lighted area you can find. If you park early and leave late, take the time in the
afternoon to move your car to a well-lighted area. Report areas that are not well-lighted. Notify a
staff member if you notice an exterior light that is not working.
Keep car keys in your hand when walking to your car. These can be used as a weapon. This also
cuts down the time it takes to get into your car. Check beneath your vehicle as well as in the back
seat to ensure no one is hiding there.
Never leave keys in your car, even if you plan on being gone from your car only a few moments. It
takes less than a minute to steal a typical locked vehicle. Not only is it against the law, but it also
takes only a few seconds to steal a car if the keys are already in the ignition.
Keep car doors locked when riding in any vehicle.
BE ALERT AND AWARE of unusual or suspicious activities in your area. If a suspicious pattern of
activity emerges, take the initiative and call UTSAPD immediately.
If you are being followed, never drive home. Drive to a police station, fire station, or busy service
station and honk. Never get out of your car unless you are positive you can make it inside safely.
Don’t be afraid to trust your instincts.
BLUE EMERGENCY PHONE CALL BOXES give you direct access to the UTSAPD. Use these as
a fast means of reporting crimes or to summon assistance in an emergency. Even if you are unable
to communicate, lift the Blue Phone and UTSAPD will know your location immediately.
Use common sense to avoid self-defense! Avoid locations and behaviors that put you at risk.
Services and Amenities
Barrier-Free Living
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
HRL provides accessible, barrier-free living for residents with mobility impairments. Students with
disabilities or other unique needs may request to make reasonable changes. These requests may be
submitted throughout the year as needed. Such requests must be in writing and submitted to Student
Disability Services. All approved requests will be processed in a reasonable timeframe.
Basketball Court
The basketball courts at Laurel and Chaparral Villages may be used by all University Housing residents
from 10:00 a.m. to 10:00 p.m. All players must be wearing rubber soled athletic shoes for safety
reasons. No horseplay, slam dunking, overly loud noise, or obscene behavior of any kind is allowed in the
basketball area. Use of the court is on a first-come, first-serve basis and games should be limited to 30
minutes after which the court must be relinquished to the next group. Please keep warm-ups before a game
to 5 minutes. Waiting groups must remain in person at the court in order to insure the group’s turn. Please
report any damage to the courts to the front desk.
Cable Television
Cable service is included in your University Housing rent. Each bedroom and living room has a cable
television outlet. TV’s are available in Neighborhood and City Centers in Laurel and Chaparral Villages.
TV’s are also available on each wing in Alvarez Hall as well as the lobby area.
Campus Dining Services and Meal Plan Conditions
A meal plan is required for all students that have not completed more than 48 credit hours as recognized by
the University Registrar by the beginning of the Housing Contract Period. Residents will need to select a
meal plan and execute a Meal Plan Contract with Business Auxiliary Services before the first day of the
Housing Contract period. Business Auxiliary Services will assign the default meal plan for students that fail
to select a meal plan prior to the first day of the contract period. Failure to execute such a Meal Plan
Contract, or to pay for a meal plan, may subject you to disciplinary action and eviction from University
Housing.
Meal service will end on a date designated by UTSA in the Meal Plan Contract. A Meal Plan Contract will
be for the entire academic year (Fall and Spring semesters). Students may make changes to their meal
plan as long as the change is submitted prior to 5:00 p.m. on the census day for that semester. The census
day is designated as the 12th class day for a particular semester.
Unused dining hall meals are not refundable, nor do they roll over to another semester. Unused dining
dollars are not refundable, but do roll from the fall to the spring semester. Unused dining dollars at the end
of the spring semester do not roll over to a future semester. Meal service will begin the day after the official
opening of University Housing each semester. No meal service will be provided during any University
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
holiday, which includes Winter Break and other student holidays the University may designate. Dinner is
the last meal served on the final day of exams each semester.
Meal service may also be limited or cancelled during inclement weather if UTSA must close. Additional
information regarding dining services may be found on the ARAMARK website at
www.utsa.campusdish.com. This website also has contact information should you have concerns or
questions regarding campus dining services or your meal plan.
Meal Plan Cancellation in the Event of Withdrawal from University Housing
If you withdraw from University Housing (voluntarily or involuntarily), and have a meal plan and wish to
cancel it, you are responsible for submitting a Meal Plan Cancellation form to Business Auxiliary Services
(BAS). Forms are available online (utsa.edu/auxiliary) or in person at BAS, located at the Crespa Service
Center (MS 1.01.52). Meal Plan Cancellation forms are only accepted in person and, once verified, are
effective the next business day.
Provided payment has been made, and as applicable, a pro-rated refund will be reimbursed to your ASAP
account, minus a $50 cancellation fee. Charges will continue to accrue until the Meal Plan Cancellation
Form is received and verified at BAS.
Computer Labs
The computer labs are available at each facility during desk hours. The labs have computers. Students
must provide their own external drive as you are not able to save any documents to these computers. For
the 2016-2017 academic year, Print Spot locations have been established in each community to meet your
printing needs 24 hours per day. All food and beverages are prohibited in the computer labs.
Computer Usage
Lab computers are connected to the Time Warner network. The first priority for the computers in the
computer labs is for UTSA course work or other UTSA business. Downloading is not permitted to the
computer itself. The UTSA computers in the lab are not to be used with any web cams. Downloading
software or other items from the Internet is prohibited. If you violate policies regarding the use of the
computers, you could be banned from the labs. Each computer comes equipped with basic Microsoft
software such as Word and Excel.
Ethernet
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Ethernet connections are available in every bedroom and provide the fastest and most reliable access to
the network. Residents are encouraged to utilize network connections whenever possible for best
performance. You will need the proper CAT-5 connector and compatible Ethernet card in order to access
the Internet. Korcett provides the Internet service and can assist with any connection problems. To report
an Internet issue, contact Korcett’s Help Desk at 1-800-379-3729
Front Desk Hours
HRL staff members are available during normal business hours. Hours of operation for Fall and Spring
semesters:
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Monday through Friday 8:00 a.m. to 5:00 p.m.
Front desk for Chaparral Village and Laurel Village is open for Fall and Spring semesters:
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Monday through Friday: 5:00 p.m. to 8:00 p.m.
Saturday:
12:00 p.m. to 5:00 p.m.
Sunday:
12:00 p.m. to 5:00 p.m.
Front desk for Alvarez Hall is open for Fall and Spring semesters.
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Monday- Sunday 24 hours a day.
Staff members will be present to check-out equipment, report maintenance issues, and render assistance
for lockouts and other emergencies. During holidays, summer sessions, and /or semester breaks the front
desk operations may close or be consolidated. Limited desk hours will be available and will be posted on
the front doors of each facility.
Kitchen Facilities
For those who wish to cook, kitchen areas are available. Kitchens are for residents’ use only. The kitchen
area should NEVER be left unattended while cooking. All residents using the kitchens are responsible for
cleaning the area and turning off the stove/oven after each use. Residents must utilize their own cooking
pots and pans. Cooking pots and pans are not available for residents to check out. Food should not be
stored or left in public area refrigerators, and personal cooking utensils must be removed after use.
Laundry Facilities
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The laundries are for the convenience of UTSA housing residents and residents are responsible to maintain
laundry facilities in a clean and orderly fashion. Clothing should be removed from machines on a timely
basis to allow use by others. Clothing left for long periods of time may be considered abandoned and
removed from the property. To avoid loss of clothing/property, all articles should be removed soon after
completion of washing/drying cycles. Laundry services are located in each facility, and are included for
Chaparral Village, Laurel Village and Alvarez Hall residents. You will need your ID card to access the
laundry facilities. To report an issue, please follow the instructions provided in each laundry room or stop by
your front desk area of your housing complex. The staff will assist you with correcting the issues.
Maintenance and Housekeeping
Maintenance and Housekeeping operate a standard scheduled Monday through Friday, from 8:00 a.m. to
5:00 p.m. Non-Emergency (standard) maintenance and housekeeping requests may be reported online at
http://webtma.utsa.edu:180/housing or by calling (210) 458-6833 during normal business hours. For
emergency maintenance or housekeeping needs, contact the front desk or the RA on duty. Maintenance
personnel are available after hours for emergency maintenance or housekeeping needs. There is no
cleaning service for occupied units. Residents are expected to keep their units clean.
Office Hours
HRL staff members are available during normal business hours. Hours of operation are 8:00 a.m. to 5:00
p.m., Monday through Friday. Students unable to meet with someone during normal business hours may
make special appointments in advance by calling the office. HRL is available to assist you in making room
and board payments, processing University Housing applications, providing room and roommate requests
and University Housing and meal plan contracts, and any emergency.
On-Site Staff
Chaparral Village has 18 Resident Assistants who live on-site. Laurel Village has 13 Resident Assistants
who live on-site. Alvarez Hall has 16 Resident Assistants who live on-site. There are also four professional
staff members living on-site who provide support to the RAs. Together, these staff members provide afterhours emergency coverage.
To contact an RA on-call staff member, please call:
(210) 889-0481 for Chaparral Village Buildings 1, 2, 3, 4, 5, and 12
(210) 336-2578 for Chaparral Village Buildings 6, 7, 8, 9, 10, and 11
(210) 336-2541 for Laurel Village Building 1, 2, 3, and 4
(210) 889-0026 for Laurel Village Building 5, 6, 7, and 8
(210) 315-7139 for Alvarez Hall North Tower (210) 315-3631 for Alvarez Hall South Tower
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Over Occupancy
In emergency situations (e.g., fires, flooding, etc.), and in circumstances of over-assignments, HRL
reserves the right to add an additional assignment for a limited period of time. Typically, HRL will add a
person to deluxe rooms but are not limited to only these rooms. In those cases, rent will be prorated for the
period of time the extra person is assigned to the unit.
Parking
All vehicles must be registered through UTSA’s Business Auxiliary Services - Parking Division. Vehicles are
subject to traffic and parking rules and regulations, and may be towed for serious or cumulative infractions.
Enforcement of “Parking Rules and Regulations” is performed through the Parking Division office.
Residential parking permits are required in lots R1, R2, R3 and R4. Parking permits must be purchased
prior to arrival on campus. For more information, contact the Parking Division at (210) 458-7275, or visit
their website at http://utsa.edu/auxiliary/parking.html.
Pest Control
Housing units are treated for pest extermination on an as needed basis. Pest control logs are maintained at
the front desk of Chaparral and Laurel Villages and Alvarez Hall. If pests are suspected or evident in a unit,
the occurrence must be entered into the Pest Control Log. The contracted pest control agent checks these
logs each Wednesday and responds to all logged in issues. The agent will also respond to emergency pest
situations as they occur. Each unit is exterminated once a quarter. The baseboards of every room are
sprayed and must be accessible. Extermination is usually conducted on a regular schedule. A notice will be
left in the unit on the day of extermination. If your unit needs extermination before the next scheduled
treatment, please notify the front desk and a request will be submitted.
Swimming Pool
The pool at Chaparral Village may be used by all residents, including Laurel Village and Alvarez Hall,
during the designated times as posted. All swimmers must be wearing swimwear. No diving, horseplay, or
overly loud noise of any kind is allowed in the pool area. There are no lifeguards on duty. Residents swim
at their own risk.
Emergency phones are located around the pool area in case of an emergency. Additional rules may be
posted in this area. Non-alcoholic drinks in plastic containers are allowed at the pool area. Glass containers
are not permitted. No unsupervised children are permitted in the pool at any time.
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.
Vending Machines
Vending machines are available in each Neighborhood Center and City Center at Laurel Village and
Chaparral Village. Vending machines are located on the 2nd floor commons in Alvarez Hall.
Machines include snack and soda machines. For refunds, please contact the UTSACard Office at 4584639.
Involvement
Involvement in campus life has been shown to be a strong indicator of student success. At UTSA, our
faculty and staff start encouraging students to get involved in campus life during the orientation program.
Students who join an academic or social club, participate in volunteer service or play an intramural sport,
meet other like-minded students and become comfortable with the UTSA campus environment more
quickly. Strong engagement in campus life activities can also teach important life skills. Topics such as
leadership, teamwork, supervision, time management, civility, and understanding and appreciating diversity
can all be learned through campus activities.
Directory of Student Organizations
A list of Registered Student Organizations on campus can be found at http://utsa.collegiatelink.net/.
Residence Hall Association
The Residence Hall Association (RHA) was created to assist residential students with their living
environment. RHA is a student advocacy group representing the students living on campus, and provides
programs and services designed to make each student’s stay at UTSA a pleasant one. RHA plays a vital
role as a liaison between the students and the administration in regard to the on-campus living
environment. RHA is led by an executive council responsible for the smooth operation of the organization
and has various committees to sponsor programs. RHA will be instrumental in planning and improving
many of the policies, procedures, and services in operation within the residence hall community. If you wish
to get involved in the RHA, please contact HRL at (210) 458-6200.
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Departmental Phone Numbers
You can locate all UTSA department phone numbers in the Directory located on the UTSA website at
www.utsa.edu/directory/.
Community Emergency Response Guide
Gunfire/Shooters/Hostage
RUN –
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If there is an escape route, evacuate immediately.
Leave your belongings behind.
Do not try to move wounded people.
Prevent others from entering the area.
HIDE –
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If you cannot evacuate, find a place to hide that is out of the shooter’s view, protected from shots
fired and non-confining.
Silence your cell phone/pager.
FIGHT –
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If you cannot run or hide, fight back.
Be aggressive: throw items, yell and improvise weapons.
Commit to your actions.
COMPLY –
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When law enforcement arrives…
Remain calm and follow instructions.
Drop items in your hands.
Raise your hands and keep them visible at all times.
Do not yell, scream, or point.
Keep calm and provide details to law enforcement when requested.
Additionally, call police when you are safe. Tell the dispatcher…
Location of active shooter(s).
Number of shooters.
Physical description of the shooters.
Number and type of weapons shooters have.
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Number of potential victims within the location.
Menacing Behavior
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Stay calm and unhurried in your response to the person. Alert others to the situation.
Be empathetic and show your concern by active listening.
Try to sit down with the person, as sitting is a less aggressive posture than standing or moving
around.
Be helpful. Schedule an appointment for a later time, take notes.
Provide positive feedback such as, “We can get this straightened out,” or “I’m glad you’re telling me
how you feel about this.”
Stay out of arm’s reach.
Limit eye contact. Keep within social norms.
Do not argue, yell, or joke. Try to be genuine.
Do not touch the person. Respect the person and their space.
Do not move quickly, or speak too fast or too loud.
If the individual’s level of agitation increases, attempt the following:
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Leave the scene.
Notify the UTSAPD at 4911 or 911 (on a UTSA phone).
Alert co-workers using an agreed-upon code word to indicate trouble.
Do not allow menacing behavior to go unreported.
Evacuation of Mobility Impaired
Assisting Blind/Visually Impaired
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Clearly announce the type of emergency.
Offer your arm for guidance.
Tell the person where you are going, and alert him/her to obstacles along the way.
Assisting the Deaf/Hearing Impaired
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Turn lights on and off to gain the person’s attention.
Indicate directions with gestures or written notes.
Non-Ambulatory Individuals
Non-ambulatory individuals are those people with disabilities that require the use of wheelchairs. You
should assist these individuals by:
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Calling UTSAPD at 4911 or 911 (on a UTSA phone) if someone is immobile and needs additional
assistance evacuating.
Do not use elevators to move non-ambulatory individuals.
Seek volunteers to assist students/personnel with physical disabilities to the nearest enclosed
stairway or designated areas for rescue assistance.
One individual should remain with the person(s) if it can be done without unreasonable personal
risk. If the hazard becomes life-threatening (e.g., fire gets close or you begin choking due to smoke
inhalation) move the individual into a room and close the door, then vacate the building.
Advise emergency personnel of the location of the individual so they can be evacuated.
If a stairwell with an Evac Chair is available, use it to transport someone who cannot walk down the
stairs.
Fire or Explosion
Fire
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Pull the nearest fire alarm and leave via the pre-planned evacuation route if safe to do so.
Dial 4911 or 911 (using a UTSA phone) and give your name and location of the fire. If necessary,
dial 911 from another building.
When a fire alarm sounds, occupants should:
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Proceed immediately to an exit according to the posted evacuation plan and move a safe distance
away from the building. If the primary exit is blocked, choose the best alternate route. If time
permits, close doors and windows behind you.
Do not use an elevator.
If there is smoke in the area:
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Remain close to the floor.
Before passing through any door, feel the metal doorknob. If it is hot, do not open the door. Before
opening a door, brace yourself against it slightly. If heat or heavy smoke is present, close the door
and stay in the room.
If you cannot leave the room:
Open the windows.
Seal the cracks around doors with clothing or other material, soaked with water if possible.
Hang an object (bed sheet, jacket, shirt, etc.) out the window to gain attention.
Shout for help.
If possible, call 4911 or 911 (using a UTSA phone) and report your location and that you are
trapped.
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If all exits are found to be blocked, go to a room as far from the fire as possible, close the door, and
then follow the above procedures.
As with any emergency, the best advice is to be prepared by familiarizing yourself with evacuation route
plans.
Explosion
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Immediately evacuate the building, using your pre-planned route if possible.
Call the UTSAPD at 4911 or 911 (using a UTSA phone). Inform them of the situation and provide
as much information as possible. If it is safe to do so, stay on the phone with the police dispatcher.
Hazardous Materials
General Instructions
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Placards are posted outside all rooms containing hazardous materials or equipment.
Notify the UTSAPD at 4911 or 911 (using a UTSA phone). Do not touch, taste, or smell the
material.
Isolate the area by cordoning it off or closing doors.
Notify people in the neighboring offices and classrooms.
Hazardous material spills can result in fire, explosion, release of toxic fumes, and contamination of
water. In the event of a possibly hazardous material spill, leave the area via the pre-planned
evacuation route.
Chemical Spills
Detailed safety procedures are in place in all campus laboratories where dangerous materials are used and
stored. If you encounter a chemical spill and no trained individuals are in the area:
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Turn off space heaters and extinguish open flames in the area if it is safe to do so.
If there are vapors or noxious fumes, evacuate the affected area or building and do not re-enter the
area until authorized emergency personnel give the “all clear signal.”
Radioactive Materials
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Radioactive materials are utilized in some campus laboratories. Those that might be encountered
are considered low-level sources of radiation and pose minimal threat when properly stored and
handled.
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If you believe you or others have come into contact with radioactivity on your skin, clothing, or
shoes, remain in the area, but at a safe distance until checked and cleared of radioactive
contamination by an Institutional Safety Officer.
Medical Emergencies/Ambulances
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Immediately notify the UTSAPD at 4911 or 911 (on a UTSA phone).
Do not move a seriously injured person unless he or she is in a life-threatening situation.
Render first-aid or CPR only if you have been trained.
Do not leave the injured person except to summon help.
When reporting the medical emergency, provide the following information:
o Type of emergency
o Location of the victim
o Condition of the victim
o Any dangerous conditions
Comfort the victim until emergency medical services arrive.
Have someone stand outside the building to flag down the ambulance when it reaches the vicinity.
If you are exposed to another person’s body fluids, wash the exposed area and contact a
healthcare professional.
Severe Weather
Flood
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It takes only two feet of rushing water to carry away most vehicles, including pickups and SUVs.
If flooding occurs, get to higher ground. Get out of areas subject to flooding.
Avoid areas already flooded, especially if the water is flowing fast. Do not attempt to cross flowing
streams. TURN AROUND DON’T DROWN®
Roads may be washed out under flood waters. Never drive through flooded roadways.
Be especially cautious at night when it is harder to identify flood dangers.
Weather Closing Information
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Information regarding weather closings at UTSA is available from a variety of resources:
Local residents, dial 210-458-SNOW (7669)
The UTSA website at www.utsa.edu - refer to the notice prominently posted on the home page.
Local Media - News of University closings are broadcasted via radio and television stations
throughout the region.
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Tornado/Severe Thunderstorms
Watch
A tornado or severe thunderstorm watch means severe weather is possibly approaching. Continue normal
activities but monitor the situation.
Warning
If the approaching severe weather is deemed to pose an immediate threat to the area, the watch may be
elevated to a severe thunderstorm or tornado warning and you should take the following steps:
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Notify the building occupants of the severe weather warning.
If it is a thunderstorm warning, you should stay indoors and away from windows until the storm
passes. Report injuries to 4911 or 911 (using a UTSA phone). When calling, provide the following
information:
o Building name, number, and/or location
o Type of emergency
o Condition of the victim
o Any dangerous conditions
If it is a tornado warning, you should seek shelter in a safe haven immediately.
If you are in a vehicle, get out and seek shelter in a sturdy building. If a building is not available, a
depression such as a ditch or ravine offers some protection.
Basements and interior hallways and small interior rooms on the lower floors offer the best shelter.
After the danger has passed, immediately report any injuries to 4911 or 911 (using a UTSA phone).
Immediately leave a badly damaged building and do not attempt to return to the building until
directed to do so.
Do not attempt to turn utilities or equipment on or off.
Shelter-in-Place
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Seek shelter immediately in any campus building away from windows. If you are in a building,
remain there; if not, go inside immediately. Close all doors and windows and turn off the heating
and air conditioning systems, if possible.
If you are in a vehicle at the time of the notification to shelter-in-place, you should close doors and
windows, turn off your heating or air conditioning, and either drive out of the area at risk or to a
building and enter for shelter-in-place.
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Persons should remain calm, conserve their energy, and wait for notification of “all clear,” or further
instructions regarding evacuation.
Suspicious Mail or Packages
The following characteristics may identify a suspicious parcel:
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Unexpected or from someone unfamiliar to you
Addressed to someone no longer with your organization or otherwise outdated (e.g., improper title)
No return address or one that can’t be verified as legitimate
Has any powdery substance on the outside
Lopsided or of unusual weight given its size
Marked with restrictive endorsements, such as Personal or Confidential
Protruding wires, strange odors, or stains
Has an unusual amount of tape
Has excessive postage applied to the parcel
A city or state in the postmark that doesn’t match the return address
If you receive a suspicious parcel in the mail:
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Do not open the parcel
Isolate the piece of mail
Call the UTSAPD at 4911 or 911 (using a UTSA phone) for additional instructions
Do not pass the letter/parcel to others
Deny access to the letter to everyone except emergency responders
Move to an area that minimizes exposure to others and to the parcel
If possible, wash your hands and face with soap and water
If you open a parcel that appears to be contaminated:
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Do not move the parcel
Call the UTSAPD at 4911 or 911 (using a UTSA phone)
Turn off any fans, window air conditioners, and/or small area heaters
Isolate the area and evacuate adjoining areas
Everyone who is evacuated should report to the building’s pre-planned assembly area
Do not pass the letter/parcel to others
Deny access to the letter to everyone except emergency responders
The individual who opened the parcel should remain isolated in an area adjacent to the original
location and wait for additional instructions from responding emergency personnel
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If possible, the individuals who had contact with the parcel should wash their face and hands with
soap and water
Threats (Bomb, Physical, Terrorist)
Bomb Threat
All students and staff members will evacuate the building(s) using the pre-planned evacuation route. No
individuals will be allowed to remain in the building at their own risk other than those designated as search
party personnel.
If you receive a bomb threat, follow the following procedures:
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Bomb threats may be received by telephone, email, or letter. If you receive a bomb threat, remain
calm and obtain as much information as possible: exact location of the bomb, when it is going to
explode, what kind of bomb is it, why was it placed here, and who the caller is.
Immediately call the UTSAPD at 4911 or 911 (using a UTSA phone). Provide them any
information you have received, specifically the location and the time the bomb is supposed to
explode.
If the threat was made in writing, do not handle the letter or note any more than necessary.
Do not touch or move any unfamiliar objects and wait for the police to arrive on the scene.
The senior UTSAPD official on site will determine if an evacuation is warranted. If the building is
evacuated, account for all building occupants at the designated meeting area.
The President or his/her designee will make all decisions regarding cancellation of classes.
Physical Threat
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Immediately evacuate the area, using your pre-planned evacuation route.
Call the UTSAPD at 4911 or 911 (using a UTSA phone). Inform them of the situation with as much
information as is available. If it is safe to do so, stay on the phone with the police dispatcher.
Terrorism/Terrorism Threats
Terrorism threats should be reported immediately to UTSAPD at 4911 or 911 (using a UTSA phone).
Threats will be investigated as a crime. If a threat appears to involve imminent danger, the facilities will be
evacuated. UTSAPD will make this determination.
Utility Failure or Water Contamination
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
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Utility Failure
In case of utility failure (electricity, water, gas) call the UTSAPD at 4911 or 911 (using a UTSA phone). If
trapped in an elevator, call UTSAPD with the following information: building name, floor number, room
number (if applicable), nature of problem, person to contact, and/or telephone extension. Remain in place
until notified. Individuals in corridors and exit stairways should evacuate while emergency lights are on.
Emergency lighting is temporary and is not provided to continue building operations.
Electrical Outage
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Evacuate the building if the fire alarm sounds or upon notification by authorized emergency
personnel.
In laboratory building, fume hoods do not operate during a power outage. Do not use laboratories
until the ventilation is properly restored.
Gas Leak/Unusual Odors
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Cease all operations immediately.
Do not use cell phones or other electronic equipment.
Do not switch lights on or off.
Evacuate as soon as possible.
Flooding/Plumbing Failure
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Cease using all electrical equipment.
Avoid contact with the water.
Evacuate the building if necessary.
Water Contamination
If there is an emergency affecting the water supply:
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Follow all instructions from local authorities about purifying your water (commonly called “boil
orders”) or use other water sources until authorities notify your community it is safe to drink from
the regular water supply again.
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Use the safest water you have first before turning to other water sources.
After the emergency
Whether an emergency is weather related, workplace violence, or a fire, appropriate actions must be taken
to ensure procedures are followed to protect the facility.
If an individual is injured or becomes ill due to the work place environment, follow these procedures:
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Ensure the individual has received appropriate medical care.
Notify the individual’s immediate supervisor of the injury/illness and the surrounding events.
Ensure an Accident Report involving students is submitted to Student Health Services at 458-4142.
Reports involving faculty/staff should be submitted to Environmental Health, Safety & Risk
Management at 458-5304.
Damage to your Building
If your building has received damage during an emergency, you should notify your RA or the RA on-call or
available Housing and Residence Life personnel to report the damage and the need to repair the facility on
an emergency basis. You may be reassigned to another room until repairs are completed.
How to Report a Crime
UTSA maintains a 24 hours a day, seven (7) days per week operation. Sworn police officers and state
certified dispatchers are on duty to respond to any crime, suspected crime, or incident requiring police
attention. Emergency phones are available throughout campus. The UTSAPD actively participates in new
student orientation programs to promote crime awareness and reporting.
If you are a victim of a crime, suspect a crime has been committed, or witnessed a crime, report this to the
UTSAPD at the Bosque Street Building, phone (210) 458-4242, or 458-4911 from a cell phone or other
non-UTSA phone, or through the Silent Witness program at http://utsa.edu/utsapd/forms/witness.cfm.
Emergency Links and Resources:
UTSA Campus Alerts webpage for campus closures and emergencies: www.alerts.utsa.edu
UTSA Emergency Hotline: (210) 458-SNOW (7669)
National Weather Service – San Antonio: www.weather.gov/austin
UTSA Police Department Facebook: www.facebook.com/UTSApolicedepartment
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Revised – January 2, 2017. The Office of Housing and Residence Life at its option, may change, delete, suspend, or discontinue parts of the
Handbook, or the Handbook in its entirety, at any time without prior notice.